Archive of Form Changes

 

UCT Administrative Forms Student Administrative Forms Updates and new forms Archives Top 20 Form help




 
Last updated: 13 February 2024
 


Information

 Archive of Changes

This page contains a comprehensive list of form changes applied to administrative forms in years prior to the current year.
For a list of form changes applied in the current year, see: Updates and new forms.
 Changes to UCT Administrative Forms have been recorded since
 3 September 2003. To view archived form changes, please select  a year:

 


   

2022

Date Form name Change Description of change / Details of new form
13.12.2022
HR157
Update
  • Page 3: 7.Retirement Benefit Options section: Removed Contact details and Contact details for next-of-kin sub-sections, as they are redundant.
13.12.2022
FEE05 Update
  • This form was completely revised and converted to a fillable PDF form with form fields. 
  • Note: This writable .pdf form cannot be completed directly in your Internet browser. You must download the form to your computer, before you can open and complete it using Adobe Acrobat Reader.
13.12.2022
ACA03
Update
  • This form was completely revised and converted to a fillable PDF form with form fields.
  • Note: This writable .pdf form cannot be completed directly in your Internet browser. You must download the form to your computer, before you can open and complete it using Adobe Acrobat Reader.
09.12.2022
HR195a
New
  • Form Title: Learnership Description
  • When To Use The Form: This form serves as a template for the writing of “position descriptions” for Learners.
09.12.2022 HR195b New
  • Form Title: Apprenticeship Description
  • When To Use The Form: This form serves as a template for the writing of “position descriptions” for Apprentices.
09.12.2022 HR195c New
  • Form Title: Graduate Internship Work Experience Description
  • When To Use The Form: This form serves as a template for the writing of “position descriptions” for Graduate Interns.
09.12.2022 HR195d New
  • Form Title: Practical Internship Description
  • When To Use The Form: This form serves as a template for the writing of “position descriptions” for Practical Interns.
08.12.2022 PG018
Update
  • Page 1:
    • Updated all instances of the year to reflect the applicable year, i.e. 2023.
    • Updated the addressee details at the bottom to reflect the faculty liaison email addresses.
08.12.2022 PG021
Update
  • Page 1:
    • Updated all instances of the year to reflect the applicable year, i.e. 2023.
    • Updated the addressee details at the bottom to reflect the faculty liaison email addresses.
06.12.2022 LAW02
Update
  • Page 1: Note section: Updated Deputy Dean titles/names and added three bullet points. 
  • Page 2: Updated Deputy Dean titles/names.
  • Some minor changes and adjustments throughout form.
06.12.2022
LAW03 Update
  • Page 1: Note section: Updated Deputy Dean title and added additional bullet point.
  • Page 2: Updated Deputy Dean title.
01.12.2022 HR176
Update
  • Pages 2 to 4: Sections a) to g): Merged table rows in comments fields.
01.12.2022 HR141
Update
  • Page 2: Merged table rows in comments fields.
  • Page 3: Updated UCTRF links to death benefit and death and lump sum disability documents.
28.11.2022 HR144 Update
  • Page 3: Updated UCTRF links to death benefit and death and lump sum disability documents.
28.11.2022 HR153 Update
  • Page 1: Updated link to tax calculator: https://uctrf.co.za/uctrf/exit-tax-calculator
  • Page 3:
    • Rule 5. Removed "This form is also available via the UCTRF website (www.uctrf.co.za).".
    • Rule 6: added "funeral benefits".
28.11.2022 HR156 Update
  • Various changes throughout the form.
28.11.2022 HR158 Update
  • Page 1: Section 4. Payment Periods: Changed the payment periods. 
  • Page 4: Removed: "It must be completed after consultation with the Benefits & Exits Officer or the UCTRF Office and submitted with the HR157 form."
28.11.2022 HR213 Update
  • Page 1: Replaced Funeral benefits table and notes with reference to funeral benefits page on the UCTRF website.
28.11.2022 AS001
Update
  • Various changes/enhancements throughout the form.
25.11.2022 AS005
Update
  • Some minor changes throughout the form.
25.11.2022 FM003a
New
  • Form Title: Application to open a fund
  • When To Use The Form: When you want a fund to open a new fund on SAP.
25.11.2022 FM003b
New
  • Form Title: Application to change a fund
  • When To Use The Form: When you want a fund to be changed on SAP.
25.11.2022 FM003
Replaced
  • This form was split into two forms, FM003a (Application to open a fund) and FM003b (Application to change a fund).
25.11.2022 FM033
Update
  • Note: The format of this form has changed from Microsoft Word (.doc) to Excel (.xlsx), therefore its link has changed. 
  • Various other changes/enhancements have been applied to the form.
25.11.2022
HR215
Update
  • A minor wording correction on each page.
22.11.2022 ACA40
Update
  • Page 1: IMPORTANT section: Replaced "All applications must be submitted to the respective Faculty Office Manager" with "All applications must be submitted to the Examinations Office: examsoffice@uct.ac.za".
  • Page 2:
    • D: Acknowledgement Checklist section: In list item 7: Added full list of proctoring requirements, and link to Online Proctoring at UCT reference.
    • Invigilation/ Proctoring Details section: Added a link to the Examinations Policy Manual with invigilation rules.
11.11.2022
HR210b
New
  • Form Title: Development Dialogue Appeal
  • When To Use The Form: When a staff member in (PC01 to PC13 (4)) would like to appeal their Development Dialogue outcomes.
09.11.2022
SD010
New
  • Form Title: UCT Invoice Requisition – Multiple billing for the year
  • When To Use The Form: When you have to raise multiple billings for the year e.g. for rentals/leases (ad hoc/contract).
28.10.2022
FHS001
Update
  • Various changes throughout the form.
21.10.2022 TA01 Update
  • Page 1: 
    • Payment Method Authorisation section: Removed option to pay by "Cheque".
    • Important Information section: Replaced "Red bays are allocated to academics (senior lecturer and above) or PASS staff in pay class 10 and above. Request from other staff for red bays must be supported by a letter from the HOD, and approved by the Space/Allocation Committee" with "All staff may purchase either a yellow or red parking disc for the applicable annual parking fee.”
21.10.2022 TA02
Update
  • Page 1: Important Information section: Replaced "Red bays are allocated to academics (senior lecturer and above) or PASS staff in pay class 10 and above. Request from other staff for red bays must be supported by a letter from the HOD, and approved by the Space/Allocation Committee" with "All staff may purchase either a yellow or red parking disc for the applicable annual parking fee.”
20.10.2022
ACA44 Update
  • Various changes throughout the form to update it for the 2022 examinations.
20.10.2022 ACA44a
Update
  • Various changes throughout the form to update it for the 2022 examinations.
20.10.2022 ACA44b Update
  • Page 1: IMPORTANT section: Added bullet point regarding submission timing.
04.10.2022 R&I16
Update
  • Page 1:
    • Dates: Updated the applicable dates for hosting a conference in 2023.
    • Application conditions: Amended the first bullet point for 2023, and removed the clause about applications occuring in the year of application.
04.10.2022 DDB12 Update
  • Page 2:
    • Section C: Removed "Either" and "Or" from the bulleted options.
    • Section D: Header row: Added "(I enclose a report on the thesis. Please select the appropriate option.)"
    • Option rows: Added two new option rows, either consenting or not consenting to the disclosure of the examiner report being made available to fellow/other examiners.
04.10.2022
DDB12a
Update
  • Page 1: Section C: Removed "Either" and "Or" from the bulleted options. 
  • Page 2: Section D:
    • Header row: Added "(I enclose a report on the thesis. Please select the appropriate option.)"
    • Option rows: Added two new option rows, either consenting or not consenting to the disclosure of their examiner report being made available to fellow/other examiners.
21.09.2022
HR201, HR204
Update
15.09.2021
FM004
Update
  • Some layout changes to improve usability of the form.
09.09.2022
FM005hlp
Update
  • Expense GL (excl HR) sheet: In the REFUNDS commit item for GL accounts 4205 and 4206, updated the GL account includes wording as follows:
    • GL4205: "Transfers to other institutions where UCT is acting as a conduit for funding received from government.  I.e. government entered into an agreement with UCT and other collaborators, but paid the project funding to UCT who is then responsible for disbursing the funds as per government’s instructions."
    • GL4206: "Transfers to other institutions where UCT is acting as a conduit for funding received from the main funder.  I.e. the main funder entered into an agreement with UCT and other collaborators, but paid the project funding to UCT who is then responsible for disbursing the funds as per the funder’s instructions."
07.09.2022
HR191
Update
  • Page 3: MINIMUM REQUIREMENTS section: Other requirements field: Changed last part to: "‘Ability to handle cash or finances’", replacing "Honesty" with "Ability".
31.08.2022 FM031
Update
  • Updated link to a Finance policy on UCT website: PAY006
31.08.2022
FM032
Update
  • Updated links to Finance policy documents on UCT website: PAY002 and SARS table.
31.08.2022
FM033
Update
  • Updated links to Finance policies on UCT website: PAY006 and PAY002
30.08.2022
HR194a, HR194b
Update
  • Page 1:
    • NOTES section: To the fifth bullet, added: "Please note that invites to participate in research will only be distributed once per application."
    • SECTION A: APPLICANT DETAILS section: Removed the Address (if not UCT) fields.
24.08.2022
INS04
Update
  • Page 1: Note: section: Point 8: Added the following at the end: "and is payable by the staff member."
24.08.2022
ACA13
Update
  • Page 1: B. Programme Information section: Extended Term and Programme Code fields to fit the space provided.
19.08.2022
HR193
Update
  • Throughout the form, updated any links to the UCT Vision 2030 web page on the UCT website that have changed recently.
16.08.2022
Various
Update
  • Throughout the UCT Administrative Forms page, updated links to UCT website pages and/or files (such as UCT Finance policies) which may have changed due to the recent UCT website migration.
15.08.2022
BAS11
Removal
12.08.2022
FM014
Update
  • Page 1: In the line items table, changed the second column header from "GL" to "GL/CUSTOMER ACCOUNT".
04.08.2022
HR193
Update
  • "When To Use The Form" changed to: "When Deans, Executive Directors, Heads or others make application to the Staff Development Committee (SDC) for funding of staff development initiatives or projects."
  • Various changes made throughout the form to update it for the 2022/2023 cycle and make reference to Vision 2030 alignment.
04.08.2022
R&I24
Removal
26.07.2022
AS004, AS006
Update
  • Page 1: Replaced "ED: Finance" with "Chief Financial Officer" to reflect recent position title change.
25.07.2022
INS04
Update
  • Page 1:
    • INSTRUCTIONS section: Added bullet point: "You will not be able to claim for any item/s that is damaged during transit if it is not listed on the attached inventory. 
    • Storage at desitnation section title: Added "- Excluding plants" to end of section title.
    • Note section: Added bullet point: "10. Please ensure that all goods on the attached inventory reflects the replacement value as this will be the value that insurers will use in the event of a claim. If you are not adequately insured, Insurers will apply Average to your claim."
20.07.2022
ACA13
Update
  • This form was completely revised and has bee converted from Word to PDF format with fillable form fields to facilitate electronic completion.
  • Note: 
    • Since this is now a writable PDF form,  it must be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.
06.07.2022
R&I13, R&I16, R&I31
Update
  • Updated dates and contact details on the forms.
21.06.2022
FHS002
Removal
Note:  This form is no longer in use and requests must instead be sent via the Electronic Research Administration (eRA) system. See also: eRA pre-awards application process
07.06.2022
HR210a
Update
  • Form Title: Development Dialogue Executive Staff (PC13(3), PC13(2) and PC13(1))
  • When To Use The Form: When recording performance and development discussions for Executive staff (PC13(3), PC13(2) and PC13(1)), within the Development Dialogue (DD) process.
  • Help Document: DD Resource Guide
30.05.2022 DDB04
Update
  • Page 1:Point 5.1: For Academic information citation, changed maximum number of words from 200 to 150.
30.05.2022 FHS013
Update
  • Page 6: Section 3.8.1.: Added: "Please refer to the UCT Sponsorship Insurance Booklet."
  • Page 7: Section 4.1.C.: Added "/Full Committee Review"
  • Page 8: Above 4.2.: Replaced note with: "Note: If a waiver is required, please send an email to hrec-payments@uct.ac.za and advise the reason for this waiver."
  • Page 10: Replaced the ED HR name and role with "the delegated HR authority".
  • Page 14: Below 8.2.: Added note: "For multidisciplinary and interdepartmental research, the signing DRC Chairperson need to confirm that there has been appropriate consultation with the DRC from the relevant departments."
  • Page 17: Section B: Added "SAP Customer number" field.
27.05.2022
HR205
New
  • Form Title: Selection Committees Declaration of Confidentiality and Conflict of Interest
  • When To Use The Form: This e-Form must be used by all internal and external parties serving on UCT recruitment and selection committees:
    • Internal parties (UCT employees, students and third-parties) must complete the e-Form annually, and this declaration is binding for all processes that they are involved in during this period.
    • External parties must complete this e-Form for each process they participate in.
    Note: This is a Perceptive Content electronic form (e-Form) which is completed online.
19.05.2022 HR190
Updated
  • Page 1: In NOTES section: Added a reference to Terms and definitions section.
  • Page 2:
    • Added a reference to Terms and definitions section.
    • Made additional additional changes to certain terms and abbreviations and removed references to infotypes.
    • Replaced "HR Systems & Support Office" with "HR Analytics Specialist".
  • Page 3: Added Terms and definitions section and reference to list of UCT acronyms.
17.05.2022 ACA40
Update
  • Converted form to PDF format and added form fields throughout form to facilitate electronic completion.
  • Note: 
    • Since this is now a writable PDF form,  it must be downloaded to your computer (right-click and Save link as), before it can be completed using Adobe Acrobat Reader.
16.05.2022 ACA55
New
  • Form Title: Deferred and supplementary results submission
  • When To Use The Form: When submitting deferred and supplementary results.
16.05.2022 HR190
Update
  • Throughout the form:
    • Replaced "HR Practitioner" with "HR Business Partner".
    • Updated and expanded some terms/acronyms as applicable.
  • Page 3: 
    • How to complete this form section: Replaced "HR Systems & Support Office" with "HR Analytics Specialist".
    • Email address information section: Replaced "HR will instruct ICTS to" with "The HR Analytics Specialist will".
12.05.2022 ACA40
Update
  • Form was completely revised.
10.05.2022
FM033
Update
  • Page 1: Section B: Mileage rate:
    • Updated the effective date from 1 March 2021 to 1 March 2022.
    • Updated the SARS rates for 2022 to R4.18 for motor vehicles, and R2.92 for motor cycles.
04.05.2022
HR168
Update
04.05.2022
HR151
Update
  • Page 6: HR151b: Nomination of beneficiaries for UCT separate death benefits:
    • Added sub-heading: "NOMINATED BENEFICIARY DETAILS".
    • In Required Details column: Added following additional fields: First names, Gender, Date of birth, ID number, Relationship of this person to you. 
  • Page 8: HR151c: Nomination of beneficiary for UCT family funeral benefit:
    • Removed row labeled: 2.1. Beneficiaries of UCT Separate Death Benefit. 
    • Added sub-heading: "NOMINATED BENEFICIARY DETAILS".
    • Changed beneficiary details section top row to: "I wish any benefit payable upon my death to be paid to the beneficiary mentioned below. "
22.04.2022
ACA44
Update
  • Page 1:
    • Header: Updated year reference to "2022".
    • IMPORTANT section: Removed first bullet "For on campus exams" and its sub-bullets referring to the UCT Daily Health Screening app form usage.
20.04.2022
ACA38
Update
  • Page 1:
    • Added a new LOA reason: "Post lockdown factors".
    • Added a note indicating that the new LOA reason above, is for Master’s and PhD students only.
08.04.2022
DDB04
Update
  • Page 1: 5. Important: Citation section:
    • Removed "and mini citation" from section title.
    • Removed row starting with "5.2. I approve the mini citation.."
    • Removed any references to mini citations from the row Note: Submission of Citation.
05.04.2022 MM031
Update
  • Retired MM031 form entry row on UCT Administrative Forms web page: Corrected link to the current, active MM031a form which replaced the retired MM031 form several years ago.
01.04.2022
R&I21
Update
  • Page 1: In top instruction/note row, added the following note: "Please note: Applications can be submitted at any time during the year, but if it is received by the committee for review after 31 October, then the funds for approved applications may only be awarded in the following calendar year."
29.03.2022
FHS forms
Update
The following FHS forms were updated and format changed from ".doc" to ".docx" formats on 16 February 2022 (or 28 February 2022 for FHS016) by FHS and have been made available on UCT Administrative forms listing (see also: http://www.health.uct.ac.za/fhs/research/humanethics/forms/):
  • FHS006-FHS17 forms and supporting documents, as applicable.
  • FHS019-FHS021 forms and supporting documents, as applicable.
29.03.2022
R&I31
Update
  • Page 1: Updated deadline dates and submission requirements.
29.03.2022
R&I35
Update
  • Page 1:Updated deadline dates and submission requirements.
29.03.2022 HR101
Update
  • Page 1: Add UCT Employee privacy statement: "When you work at UCT, we collect and use your information to manage our relationship in terms of your employment contract, to run the business of the University, and to comply with legal obligations. We may share your information with service providers we trust. Our service providers help us to communicate with you, ensure your health and safety on campus and manage operations. For more information about how the University of Cape Town uses personal information, visit our Privacy Notice."
18.03.2022 FM030
Update
  • Page 1: 
    • Updated the effective date from 1 March 2021 to 1 March 2022. 
    • Updated the SARS rates for 2022 to R4.18 for motor vehicles, and R2.92 for motor cycles.
18.03.2022 FM049
Update
  • Page 1: Updated the Mileage rate to "R4.18" per km with effect 1 March 2022.
18.03.2022 HR200 Update
  • Page 1: Amended to reflect the new UCT employment equity statement.
18.03.2022 HR201, HR204
Update
  • Page 1: Added UCT Job applicant privacy statement to align with POPIA and UCT’s privacy statements.
  • Page 3: Removed note: "Note: Candidates invited for interview will be asked to bring along their signed hard copy of this form."
11.03.2022
HR168
Update
  • Throughout the form: Replaced all instances of "Transformation" with "Employment Equity" or "EE" and applied various other updates.
11.03.2022 HR186 Update
  • Page 5: In the Where do I send this form? section:
    • Updated the second bullet point to: "in the case of Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
    • Updated the fourth bullet point to: "in the case of UCT Staff Tuition Rate exceptions, Head: Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
11.03.2022
HR187
Update
  • Page 2: In the Where do I send this form? section:
    • Updated the second bullet point to: "in the case of Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
    • Updated the fourth bullet point to: "in the case of UCT Staff Tuition Rate exceptions, Head: Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
04.03.2022
HR194a
New
  • Form Title: Access to UCT staff for research purposes (Fulfilment of a degree)
  • When To Use The Form: When requesting access to UCT staff for research purposes for the fulfilment of a degree (delegated ED of HR authority to approve)
04.03.2022
HR194b
New
  • Form Title: Access to UCT staff for research purposes (general research)
  • When To Use The Form: When requesting access to UCT staff for institutional research purposes that is not in fulfilment of a degree (COO and DVC with oversight of academic matters to approve)
04.03.2022
HR194
Removal
  • This form has been replaced with the HR194a and HR194b which are separated by purpose, i.e. if the research is in fulfilment of a degree (HR194a) or if it is for general institutional research only (HR194b).
04.03.2022 HR153
Update
  • Page 1: Option 2A section: Replaced note text "If you are a non-RSA resident, please also attach the following:
    Certificate of residency, and Detailed history of employment (to be provided by the employer)" with "Note: If you are a foreign resident and/or require payment into a foreign bank account, additional documentation will be required. The Administrator will contact you regarding these requirements prior to payment being made."
  • Page 4: When do I complete this form? section: Removed last sentence "but requires the agreement of the Executive Director of HR for staff on PASS conditions of service or the DVC for Academic matters for staff on academic conditions of service."
04.03.2022
HR157
Update
  • Page 1: 6. DEFERRED RETIREMENT section:
    • Added "OR 6.3" to title descriptive text.
    • 6.1 Phased retire section: Removed "max or" from last row.
  • Pages 1 to 3: 
    • Replaced all instances of "a near cash portfolio" with "the Capital Preservation Portfolio".
  • Page 3:
    • REQUIRED ATTACHMENTS section: Added a last bullet point: "If you are a foreign resident and/or require payment into a foreign bank account, additional documentation is required. The Administrator will contact you regarding these requirements prior to payment being made."
    • OFFICE USE section: Added "from their benefit" to the second question.
03.03.2022
FM032
Update
  • Page 1: Section B: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.
03.03.2022 FM033
Update
  • Page 1: Section B: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.
03.03.2022 FM049
Update
  • Page 1: Increased daily S&T rate from R139 to R152 for incidentals only and from R452 to R493 for meals and incidentals.
24.02.2022 R&I11
Update
  • Changed When To Use The Form: Changed to: "When a new permanent academic staff member wishes to apply for a start-up grant."
18.02.2022 HR125
Update
  • Page 2: In the What important rules do I need to be aware of when completing this form? sub-section: In the fourth bullet point, corrected typo in the first phrase of the example: changed "1-5 months" to "3-5 months".
16.02.2022 HR180
Update
  • Page 1: In the Notes section:  Updated the address details to: "Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
  • Page 4: In the Where do I send this form? section: Updated the second bullet point to: "Staff Education Bursary Scheme, Staff Learning Centre, Human Resources, at hr-stafflearningcentre@uct.ac.za".
16.02.2022
R&I13 Update
  • Page 1: Updated the applicable date for 2022 applications.
15.02.2022
R&I16
Update
  • Page 1: Updated the applicable dates for 2022 conference hosting applications.
14.02.2022
ACA37, ACA38
Update
  • Page 1: In the Type of leave of absence requested section: Added new LOA type: "2022 Concession".
05.02.2022 MM031a
Update
  • Due to the need to protect privacy and security, an additional UCT Network authentication screen has been introduced to the MM031a eForm. The URL for the form has therefore changed.
  • The new URL is: https://mm031a.uct.ac.za/
  • Updated help video has been added, see video: MM031ahlp (+/-1min).
  • This form is now only for use by card holders and capturers (for specific card holders, by agreement) to submit supporting documents for unposted PCard transactions.
04.02.2022
ACA09
Update
  • Page 2: Deadline dates section:
    • Deadline dates updated for 2022. 
    • All instances of "2021" changed to "2022".
03.02.2022
R&I33
Update
  • Page 1: Updated the applicable dates for 2022.
  • Page 2: In HARDWARE/SOFTWARE APPLIED FOR section: Removed the last row of the table regarding availability to other interested users in Western Cape.
  • Page 6: Added ICTS SUMMARY REPORT section.
02.02.2022 FHS033 New
  • Form Title: Application for Concession to Miss Classes/Academic Activities
  • When To Use The Form: This form should be used when postgraduate (PG) Health Sciences Faculty students wish to make an application for a concession to miss classes/academic activities.
  • Help Document: Guidelines for Concession to Miss Classes
26.01.2022
AS007
New
  • Form Title: Capitalisation of customs charges on imported assets
  • When To Use The Form: When you need to advise the Assets Department of customs charges that need to be capitalised against the cost of imported assets..
20.01.2022
FM005hlp
Update
  • Page 1:  In commit item OPER-EXPS, edited the GL name and GL account includes... fields for the following four GL accounts: GL number: 2370, 2610, 2615 and 2616.
18.01.2022 ACA13
Update
  • Page 1: Updatcontact details to:"Kirsten Pryce" and email "kirsten.pryce@uct.ac.za".
17.01.2022 ACA50
Update
  • Page 1:
    • In Important section: Changed second sentence to: "If you believe there is a procedural error or that the decision by the RAC is substantially unfair or unreasonable, then you may seek a review in which you make the case that the RAC made an irrational or unjustifiable decision.".
    •  In Submission Details section: Changed third row label to:"State what the procedural error is or why the decision by the RAC is substantially unfair or unreasonable.".
2.01.2022
FM003
Update
  • Page 1:
    • In section A: Removed "and HOD" from section description.
    • In section B: Added "or nominee" to section description and Approved by Faculty/PASS/Research finance manager field label.
12.01.2022
FHS027
Update
  • Various changes throughout the form.
11.01.2022 R&I18
Update
  • Page 1: Updated deadline dates for 2022.
  • Page 3: In BUDGET FOR CATEGORY 2 APPLICATION section:
    • Various updates, including removing "C. Cost of developing equipment" and adding "D. Amount applied for from external organisation"
  • Page 4: Item 2: Added :State your research questions and discuss how this equipment will be used to answer them".
  • Page 5: 
    • Item 4: Changed to: "4. How will this equipment advance the research strategy of your department / institute / centre / unit?  (max 10 lines)"
    • Item 6: Changed to: "6. How will the purchase of this equipment advance the strategic goals of the university particularly with respect to transformation, excellence, and sustainability. (max 10 lines)."
  • Page 9:
    • In TO BE COMPLETED BY APPLICANT section: Added note: "Please ensure that fields 1 – 13 of the have been completed and the required attachments provided as incomplete applications will not be considered."
    • In TO BE COMPLETED BY HEAD OF DEPARTMENT section: Amended note to: "Applications must be submitted to the FEC Chair who will arrange for approved applications to be signed by the Dean/Deputy Dean before submission to the UEC."
11.01.2022 HR144 Update
  • Page 2: In PAYROLL DEDUCTIONS TO BE CONTINUED WHILE ON SPECIAL LEAVE WITHOUT PAY section, in Cost Items column:
    • Row 2: Added "of COE"
    • Row 3: Updated to: "UCTRF - Same COE % as prior to special leave (between 12% and 40%)"
  • Page 3: Completely revised "Will I remain covered for death and disability under the UCTRF if I travel outside the borders of South Africa?" section.
11.01.2022 ACA50 Update
  • Page 1: Updated all year references to 2022.
05.01.2022
ACA51
Update
  • Page 1: Updated all year references to 2022.

2021

Date Form name Change Description of change / Details of new form
17.12.2021
ACA40
Update
  • Page 1: In PART I:  APPLICATION section: Replaced "submitted to the Dean" with "submitted to the Head of Department"
  • Page 2: Added new section: PART II: DEAN CONSIDERATION AND RECOMMENDATION.
09.12.2021
MM026
Update
  • Page 1: Tender details section: Add "Vendor No." and "BBBEE Level" fields.
  • Page 2: Requester details section: Add "Unit Head name", "Unit Head signature" and "Date signed" fields. 
  • Page 2: Office use only section:
    • Replaced "Supported by" with "Approved by >R1 Million <= R2 Million".
    • Replaed "Purchasing Manager" with "Dir: Procurement & Payment Services"
  • Page 3: Office use only (cont.) section:
    • In first  "Approved by" sub-section, added "> R2 Million and <= R5 Million" to header row.
    • At the end, added new "Approved by > R20 Million" sub section with fields for Council approval.
06.12.2021
AS003
Update
  • Header: Removed Asset master no. field.
  • Page 1:
    • Replaced all instances of "the Assets Office" with "fnd-assets@uct.ac.za". 
    • In Section 1: To be completed by original department: Replaced "Dept. Inventory no." with "Asset number".
    • In Authorisation section: Replaced all instances of  "Name and position" with "Finance Manager or nominee".
22.11.2021 HR101
Update
  • Page 1: In Additional personal details section: Added Home Language field with various South African language options due to UCTRF office requirement to communicate to staff in their home language.
19.11.2021 PG018
Update
  • Changed name of office to: "Postgraduate Funding Office". 
  • Updated any references to year to "2022".
  • Added "/enrollment" after all instances of "registration"
19.11.2021 PG021 Update
  • Changed name of office to: "Postgraduate Funding Office". 
  • Changed Please return to address in footer to: "PFO Departmental Awards pfodept-awards@uct.ac.za."
  • Added "/enrollment" after all instances of "registration"
19.11.2021 PG023 Update
  • Changed name of office to: "Postgraduate Funding Office". 
  • Replaced all instances of "de-registration" with "Withdrawal/termination".
  • Replaced "supervisor" with "host" and "PGC&F" with "PGFO" throughout.
19.11.2021 PG024 and 025 Link removal
  • Links to these forms were removed as they are under review for 2022.
19.11.2021 PG002, 014, 015, and 016
Removal
  • These forms were removed.
19.11.2021 UCT Administrative Forms page Update
  • In Postgraduate Scholarships (PG) forms section:
    • For forms: PG003, 004, 005, 006, 007, 008, 009, 010, 011, 012, and 013: Applied various changes to text in second column of removed forms rows, adding form code and text: "Fellows are required to accept their awards online".
    • Removed forms: PG014 and 015: Added the following text in the second column: "The <form code and name> has been removed. Fellows are required to accept their awards online."
    • Removed forms: PG002 and 016: Added the following text in the second column: "The <form code and name> has been removed. Departments are required to capture all awards online. Please consult the PGFO’s Departmental Office on email at: pfodept-awards@uct.ac.za. Click here to view the Departmental Process Flow Chart."
    • Removed links to forms: PG024 and 025: Added note to When To Use The Form column: "*Note: This form is under review for 2022."
8.11.2021 ACA43 Update
  • Page 1: Instructions section:
    • In second bullet point, updated dates to: "1st semester 2022 deadline:  7 January 2022" and "2nd semester 2022 deadline: 17 June 2022". 
    • Added third bullet point: "For clinical years in the FHS different dates apply, and students must contact the Faculty Office to get these dates" and added sub-point "1st semested 2022 deadline: 14 December 2021".
18.11.2021 ACA40 Update
  • Page 2: Part II: Invigilation/Proctoring Details section, in Proctoring Requested sub-section: Added "Relationship to Student" field.
  • Page 5:In point 4.4. Removed "(arranged in advance by the student and for the UCT's account)". 
17.11.2021 HR151 Update
  • The form has been completely revised and various changes have been made throughout the form.
  • The form has also been split into three parts as follows: 
    • Part 1: HR151a: Nomination of Beneficiaries for UCTRF Death Benefit
    • Part 2: HR151b: Nomination of Beneficiaries for UCT Separate Death Benefits
    • Part 3: HR151c: Nomination of Beneficiary for UCT Family Funeral Benefit
15.11.2021 UCT Administrative Forms page Update
  • HR109 form row: When To Use The Form field changed from "When applying for a cell phone allowance. Please refer to the interim finance policy on remote connectivity GEN006 for eligibility. When eligible to participate in the UCT Cell Phone Policy. Please refer to Finance Policy GEN004 for eligibility." to "When applying for a cell phone allowance. Please refer to interim finance policy on Remote Connectivity (GEN006)."
08.11.2021 HR214 New
  • Form Title: Annual UCTRF Contribution Rate Change form
  • When To Use The Form: This form must be completed by employees who wish to change their UCTRF contribution rate at the annual option date.
08.11.2021 HR215 New
  • Form Title: Annual Death Cover Option
  • When To Use The Form: This form must be completed by employees who wish to change their death cover at the annual option date.
04.11.2021 HR109a Update
  • Page 1: In the NOTES section: 
    • Third bullet point changed to: "The Remote Working Allowance (RWA) is set at R700.00 per month for permanent and contract staff working 20 hours or more per week."
    • Fourth bullet added: "For those working less than 20 hours per week, the RWA should be pro-rated based on the hours worked."
    • Sixth bullet added: "See page 2 for help completing this form and refer to the FAQ (frequently asked questions) page on the UCT Finance website for more information."
  • Page 1: In the PAYMENT DETAILS section: 
    • Split the "Allowance Period" column into "Allowance Start Date" and "Allowance End Date" columns.
    • Added "Monthly Allowance Amount" column at the end.
  • Page 2: Added four frequently asked questions and answers.  
28.10.2021 PG023 Update
28.10.2021 INS04 Update
  • Page 1: 
    • In Note section below the table: Changed the order and some of the wording of points 3, 4, 5 and 6. 
    • In Claims procedure section: Changed UCT Insurance Office address details to: UCT Insurance Office – for attention of Mrs J. Barron
      (021-650-7237, juliet.barron@uct.ac.za), immediately after delivery of the goods at final destination."
28.10.2021 HR201 Update
  • Page 1: In the second table: 
    • In the EMPLOYMENT EQUITY INFORMATION row: Added note on disability declaration.
    • In the Race field label: Removed  "(for stats purposes)"
    • In the last four rows: 
      • Added 'Yes/No' fields where applicable, and condensed the field configuration. 
      • Added "Do you have a disability?" option field.
  • Page 1: Merged the last two tables. 
    • Removed the row asking about austerity related voluntary packages. 
    • Removed the rows on current and expected earnings.
28.10.2021 HR203 Update
  • Page 1: In the Candidate and appointment information section: 
    • Added option field: "Does the candidate have a disability? (for stats purposes)"
    • Added note on disability declaration.
28.10.2021 HR204 Update
  • Page 1: In the fourth table: 
    • In the EMPLOYMENT EQUITY INFORMATION row: Added note on disability declaration.
    • In the last four rows: 
      • Added 'Yes/No' fields where applicable, and condensed the field configuration. 
      • Added "Do you have a disability?" option field.
  • Page 1: In the fifth table: Removed the rows on current and expected earnings.
28.10.2021 FM005hlp Update
  • Page 1: Added two new GL accounts against commit items INSURANCES (GL number: 2775) and RENT-BLDGS (GL number: 2731).
27.10.2021 BAS11 Update
  • Page 1: Various changes made in the form drop-down lists.
27.10.2021 HR109a Update
  • HR109a form title changed from "Data allowance multiple payments" to: "Remote work allowance multiple payments".
  • Page 1: In the NOTES section: 
    • Second bullet point changed to: "This form is used by departments to authorise payments to staff requiring data in order to perform their UCT job functions remotely as per the finance policy on Remote Connectivity (GEN006)."
    • Third bullet added: "The allowance is set at R700 per month"
  • Page 1: In the PAYMENT DETAILS section: Removed "Amount" column at the end. 
  • Page 2: Removed Payment guidance based on staff activity section and replaced "data" with "remote work".
14.10.2021 HR125 Update
  • Various changes throughout the form.
06.10.2021 FM003 Update
  • Page 1: Section A: Removed last two rows in section with HOD acknowledgement of responsibility, name and signature.
06.10.2021 FM004 Update
  • Page 1: 
    • 2. CHANGE AN EXISTING FUNDS CENTER section: Removed last two rows in section with HOD approval, name, signature and date.
    • FINAL CHECK AND SIGN OFF BY FACULTY/PASS FINANCE MANAGER section: Removed all rows in General Ledger Use Only sub-section. 
    • Added: "Note to General Ledgers: Inform the Financial Accountant of new ORG codes."
06.10.2021 FM031 Update
  • Page 1: Section B: Removed "HOD" from second signature row. 
06.10.2021 FM032 Update
  • Page 1: Section B: Updated mileage rate and S&T for 2021. 
  • Page 2: Section E: Removed "HOD" from third signature row. 
06.10.2021 FM033 Update
  • Page 1: Section A: Removed last two rows in section with HOD acknowledgement of responsibility, name and signature.
04.10.2021 SD003 Update
  • Page 1: Fund holder section: 
    • Changed the Agreement to: "I confirm that this document is valid and correct, fully complete, and all supporting documentation has been checked and verified. "
    • Removed the Signature of fund holder label and field.
04.10.2021 SD004 Update
  • Page 2: 
    • 6. DEPARTMENTAL DETAILS section: 
      • Removed the Signature of fund holder label and field. 
      • Removed the Capacity label and field.
    • 7. FACULTY FINANCE section: 
      • Changed name field label to: "Full name". 
      • Changed signature field label to: "Signature"
      • Removed the Capacity label and field.
04.10.2021 SD006 Update
  • Page 1: Fund holder section: 
    • Changed the Agreement to: "I confirm that this document is correct, fully complete, and all supporting documentation has been checked and all deliverables have been met."
    • Removed the Signature of fund holder label and field.
04.10.2021 SD007 Update
  • Page 1: Fund holder section: 
    • Changed the Agreement to: "I confirm that this document is correct, fully complete, and all supporting documentation has been checked and all deliverables have been met."
    • Removed the Signature of fund holder label and field.
01.10.2021 HR153 Update
  • Page 1: 
    • PERSONAL DETAILS section: Minor change to last sentence of the note.  replacing "the" with "your" in the last sentence.
    • PAYMENT OF UCTRF BENEFIT section: In Option 2: A: Added the following sentence: " for an indication of the tax payable on this benefit please use the tax calculator: https://uctrf.co.za/uctrf/exit-tax."
  • Page 3: If you elected to preserve your UCTRF retirement benefit by keeping it in the UCTRF, the following applies: section:
    • In point 5: Amended the last two sentences as follows: "Please ensure that you keep your nomination of beneficiaries up to date on the Sanlam website.  Alternaitvely you may use form HR151 (Nomination of beneficiaries for UCTRF and UCT separate death benefits). This form is also available via the UCTRF website (www.uctrf.co.za)."
01.10.2021 HR150 Update
  • Page 2: What other forms do I need to complete? section: 
    • Updated references to reflect recent UCTRF changes, new title and placement of HR154 form, and removed reference to HR156 form.
01.10.2021 HR151 Update
  • Pages 1 to 6: Various changes through the form to reflect recent UCTRF changes.
01.10.2021 HR154 Update
  • Pages 1 to 2: Various changes through the form to reflect recent UCTRF changes.
01.10.2021 HR156 Update
  • Pages 1 to 3: Various changes through the form to reflect recent UCTRF changes.
01.10.2021 HR213 Update
  • Page 2: What other forms do I need to complete? section: 
    • Updated references to reflect recent UCTRF changes, new title and placement of HR154 form, and removed reference to HR156 form.
01.10.2021 AS004 Update
  • Page 1: Made various changes throughout the form, in particular removing fields that are no longer required.
01.10.2021 HR101 Update
  • Page 2: Employment equity details section:
    • Moved Gender sub-section to from the Personal details section to this section and added "Other (please specify field)".
    • Race/ethic origin sub-section
      • Added "Only for South African citizens:" to sub-section label.  
      • Added "Not declared" as an additional option.
    • Updated and expanded the note on the Disability declaration.
    • Added the note of consent.
    • Moved the fields regarding disability below the notes, revised the existing questions and added new questions regarding duration and any accommodation requirements.
22.09.2021 FHS026 Reinstated
  • Revised "Form Title": Application form for UCT Sponsorship and Insurance for Clinical Research
  • Revised "When To Use The Form": When applying for UCT sponsorship and insurance for a Faculty of Health Sciences study involving human participants.
  • Note: This reinstated form has been fully revised with various changes throughout.
21.09.2021 HR191 Update
  • Throughout the form: Replaced "HR Practitioner" with "HR Business Partner".
  • Page 3: AGREED BY section: Added additional signatory row for "Direct Line Manager/Supervisor" and changed "Line Manager"
     to "Area Line Manager"
  • Page 6: How do I complete this form? section: At the end of the table, amended the Agreed by description as follows: "The position-holder, the direct line manager or supervisor, the area line manager (can be the same person as the direct line manager or supervisor), HOD and Dean/ED agree to the contents of the position description. The HR Business Partner confirms that good HR practice and policy has been followed."
20.09.2021 PG023 Update
  • Page 1: Note section: Changed third bullet point to: "The completed form should be handed to the Principal Investigator for completion and sign-off and submitted by email to pdocs@uct.ac.za."
03.09.2021 HR130, HR131 Replaced ServiceNow iconThese Microsoft Word forms have been replaced and are no longer in use. Please complete this form in UCT ServiceNow: Annual Declaration of Interests
20.08.2021 FHS033 New
  • Form Title: Application for Concession to Miss Classes
  • When To Use The Form: This form should be used when PG Health Sciences Faculty students wish to make an application for a concession to miss classes.
  • Help Document: Guidelines for Concession to Miss Classes
17.08.2021 ACA44 Update
  • Page 1: 
    • IMPORTANT section: Various minor changes throughout.
    • B. Deferred Exam Details section: Added two additional course rows. 
    • C. Acknowledgement Checklist section: Minor edit to point 5.
  • Page 2: 
    • At the top of the page: Repeated autopopulated A. Student Details section. 
    • Added point 10: "10. MyUCT email account only: I understand that all email communication related to a deferred examination application must be sent from my MyUCT email address and that the committee will only correspond via this email address."
    • Replaced point 11. Follow Up with: "11. Follow Up: I understand and accept that:
      a) Having submitted an application, I have 10 calendar days in which to follow up if I don’t receive a response, and
      b) I have 7 calendar days in which to respond to any queries from the committee, and that no further correspondence will be entered into after this date."
17.08.2021 ACA44a Update
  • Page 1: 
    • IMPORTANT section: Removed fifth bullet point. 
    • SECTION A: STUDENT APPLICANT DETAILS: Changed A5 field label to: "Briefly explain why you are applying for a deferral of your examination/s".
  • Page 2: 
    • At the top of the page: Repeated autopopulated student name and student number fields. 
    • In SECTION C: MEDICAL/PSYCHOLOGICAL REPORT:  
      • In Date of consultation field: Removed "whether remotely or in person". 
      • Added Type of consultation option field with "In-person" or "Remote" options.
      • In Reg. Number field: Added "/SANC/SACSSP".
      • In Professional Qualification field: Removed "SANC Reg. Number".
17.08.2021 ACA44b Update
  • Page 1: IMPORTANT section: In fourth bullet point: Replaced "together with the completed ACA44: Deferred Exam Application for in one PDF" with "by the course convener to deferred.exams@uct.ac.za with the student number in the subject line.".
12.08.2021 R&I16 Update
  • Page 1: 
    • Replaced Application deadlines dates with: "Apply in 2021 if hosting a conference in 2022".
    • Removed Committee meeting dates row. 
    • Replaced Outcomes dates with: "Applications will be dealt with on ad hoc basis".
  • Page 2: In Submission process section: 
    • Removed first two bullet points.
    • Replaced the last bullet point with: "Applications must be submitted via email to Jacqueline.Sylvester@uct.ac.za. "
06.08.2021 DDB11 Update
  • Page 1:Note section: 
    • To third bullet point: Added "by all PhD students".
    • Added fourth bullet point:"International students must complete Section D, in addition to Sections A, B and C."
  • Page 2: Section D:International Students’ Declaration: To the first row (instructions) added: "International students".
04.08.2021 DDB11 Update
  • Form title: Added the word "Ethics" to the title as follows: DDB11 - Declaration Ethics and Submission Form.
  • Page 1: 
    • Note section: Applied minor changes for consistency and to ensure all sections are completed.
    • Section B: Funding and Fees: To the first row (instructions) added: "Please consult your funder before making your choice."; to the third row (option 2) Note, added "1: This option is only available to students who submit before the 31 December. 2:"
  • Page 2: 
    • Added "Section C: Ethics Approval" and its content.
    • Added "Section D: International Students' Declaration" and its content.
23.07.2021 FM005hlp Update
  • In row 187, column D, for item "INT-CHRGS": Added the note text "NB: Matching credit is always GL4410 - debits must equal credits".
23.07.2021 HR190 Update
  • Page 1: FACULTY OR DEPARTMENT REQUIRED section: Added Office of Inclusivity and Change (OIC) field. 
  • Page 2: STAFF CATEGORY REQUIRED section: Removed Academic Pre-Clinical field. 
  • Page 3: Email address information section: Replaced text with "HR will instruct ICTS to create a mailing list for survey/link distribution for research purposes."
23.07.2021 HR194 Update
  • Page 1: 
    • NOTES section: Updated the contact details for sending completed applications via email.
    • SECTION A: APPLICANT DETAILS: Removed Faculty Officer contact details fields.
    • SECTION C: APPLICANT’S FIELD OF STUDY: Added clarifying notes regarding Target population and Number of UCT staff required fields.
    • SECTION D: FOR OFFICE USE: Updated role labels. 
20.07.2021 DDB12, DDB12a Update
  • In both forms: In Section D: Removed the checkbox next to the statement "I enclose a report on the thesis."
20.07.2021 FHS013 Update
  • Page 7: Added section 3.8.4.
20.07.2021 HR150 Update
  • Page 1: Investment Choice section: Added "Protection of Personal Information Act (POPIA) notice". 
  • Page 2: When do I complete this form? section: 
    • Replaced "fund" with "UCTRF" and "retirement fundings" with "Accumulated Retirement Savings".
    • Replaced "UCTRF funds" with "Accumulated Retirement Savings".
20.07.2021 HR151 Update
  • Page 1: Added "Protection of Personal Information Act (POPIA) notice" section at the bottom of the page.  
20.07.2021 HR153 Update
  • Page 1: Added "Protection of Personal Information Act (POPIA) notice" section at the bottom of the page.  
20.07.2021 HR154 Update
  • Page 1: Added "Protection of Personal Information Act (POPIA) notice" section towards the bottom of the page.  
20.07.2021 HR156 Update
  • Page 1: Added "Protection of Personal Information Act (POPIA) notice" section towards the bottom of the page.  
20.07.2021 HR157 Update
  • Throughout the form: Replaced "fund credit" with "Accumulated Retirement Savings".
  • Page 3: Below REQUIRED ATTACHMENTS section:Added "Protection of Personal Information Act (POPIA) notice" section.
20.07.2021 HR158 Update
  • Page 2: In 6. MEMBER DECLARATIONS AND SIGNATURE section: Added "Protection of Personal Information Act (POPIA) notice" section.
20.07.2021 HR213 Update
  • Page 1: Added "Protection of Personal Information Act (POPIA) notice" section towards the bottom of the page.  
05.07.2021 HR210 Update
05.07.2021 FHS006 Update
  • Various changes throughout the form. 
05.07.2021 FHS013, FHS013hlp Update
  • Various changes throughout the form and help document. 
05.07.2021 FHS016 Update
  • Various changes throughout the form. 
05.07.2021 FHS021 Update
  • Page 10: Various changes throughout the page. 
25.06.2021 DDB05, DDB05A Update
  • Page 1 to 3: Separated Roman numeral options (ii) (a) and (ii) (b) and applied other minor changes.
25.06.2021 DDB12, DDB12A Update
  • Page 1: Separated Roman numeral options (ii) (a) and (ii) (b) and applied other minor changes.
17.06.2021 ACA44 Update
  • Page 1: 
    • IMPORTANT section: Added "/amber" after "red" in applicable bullet points. 
    • C.Acknowledgement Checklist section: Added new point at the end: "12: I acknowledge that dishonesty in seeking a deferral may lead to a disciplinary charge."
09.06.2021 ACA37, ACA38 Update
  • Page 1: Type of leave of absence requested (please tick ) sub-section: Removed Lockdown option. 
09.06.2021 HR168 Update
  • Page 1: NOTES section: Second bullet: Changed to: "Prior to the search meeting obtain the up-to-date University employment equity profile and targets from the Transformation Committee Chair."
  • Page 1-2: B. SEARCH MEETING section: 
    • Equity plan sub-section: Changed second row to:  "Were the University and faculty/ department demographic profile and targets tabled at the search meeting?"
    • Preferred demographic profile of the successful candidate sub-section: 
      • Added 'Yes/No' question: "Please tick √ to indicate preference.whether the EE Goals and Targets for that occupational level have been achieved. "
      • Added below 'Yes/No' question: "If “no” above, then please tick √ to indicate the under-represented groups for the relevant occupational level as per the University EE Plan for this post?  1: University EE Targets; 2: Academic EE Targets, if relevant; 3. Faculty/ Department EE Targets    
      • Added a third row for indicating under-represented groups, if applicable.
08.06.2021 ACA44 Update
  • Page 1: IMPORTANT section: 
    • Added new first bullet with sub-points: 
      “After completing the UCT Daily Health Screening app form on the day you were intending to arrive on campus to write an examination: 
      • If the outcome yields a red circle, you may not come to campus and should instead apply for a deferred examination.  
      • Your application must include a screenshot of the red circle outcome.
      • Note that every time you receive a red circle outcome, you will be contacted by Student Wellness Services.”
    • Changed fourth bullet to:  "All applications to be submitted as a single pdf file using Peoplesoft service requests  see https://vula.uct.ac.za/x/5lIFJg"
  • Page 1: C. Acknowledgement Checklist section: Removed row for checklist item 12.
08.06.2021 ACA44a Update
  • Page 1: IMPORTANT section:Third bullet: Changed to: "3. The consultation (which may be remote) must take place before or on the day of the exam."
  • Page 2: SECTION C: MEDICAL/PSYCHOLOGICAL REPORT: Date of consultation field: Changed text in brackets to: "Date health professional consulted with patient, whether remotely or in person, not the date of when the illness started."
31.05.2021 HR100c Update
  • Page 1: Applied various changes for consistency throughout the page. 
  • Page 2: Approval of recommendation by delegated authorities section: In field name for row three added "or COO".
31.05.2021 HR202 Update
  • Page 2: Process issues section: 
    • Added Area Finance Manager sub-section.
    • Added signature rows for Line Manager and Area Finance Manager.
31.05.2021 R&I33 Update
  • Page 1: Updated deadlines and other dates as required. 
17.05.2021 HR153 Update
  • Page 1: PAYMENT OF UCTRF BENEFIT section: At the end of the second row/paragraph:
    • Added "Note: If you select this option, your form must be submitted by the 3rd of the month in which you leave UCT (for example: if you leave UCT on 31 December your form must be submitted by 3 December)."
07.05.2021 HR157 Update
  • Page 2: 6.3 Preservation Fund Options sub-section: At the end:
    • Added "Note: Your fund credit will be transferred to a near cash portfolio until payment is made to the Preservation Fund."
    • Added "Required attachment: Copy of signed preservation fund proposal from the Investment Provider."
  • Page 4: What documents do I need to attach? section: 
    • In third bullet point, after retirement annuity added "or preservation fund".
22.04.2021 HR210 Update
  • Page 2: Note sub-section: Removed "for Line manager rating" from the heading. Added "Line manager to attach" to second bullet point. 
  • Page 3: 3. Agree performance objectives for the next performance cycle section: Added second bullet point: "Review the PD, and forward to the HR Business Partner (HRBP)".
  • Page 5: What other documentation must be attached? sub-section:Added clarifying point to first bullet point: "This would include both the current PD being measured against the performance in the current review period, as well as the reviewed and/or amended PD after setting objectives for the new performance cycle."
14.04.2021 DDB10 Update
  • Throughout the form: Replaced all references to Research Contracts and Intellectual Property Services (RCIPS) with Research Contracts and Innovation (RC&I) including the links to the updated URLs.
14.04.2021 HR188 Update
  • Page 4: 
    • When do I send this form? section: Added a third bullet point: "In the case of Learning and Development towards Professional Registration under the Graduate Internship (section 2 of the Learnership and Internship Policy), to Head: Staff Learning Centre, Cambria House."
    • When do I submit this form? section: At the end of the second bullet point changed it to: "This is done in all cases where Position-Related-Non-Formal development is paid for by either the Department or Faculty, or by the Staff Learning Centre."
06.04.2021 FM030 Update
  • Page 1: 
    • Updated the effective date from 1 March 2020 to 1 March 2021. 
    • Updated the SARS rates for 2021 to R3.82 for motor vehicles, and R2.67 for motor cycles. .
06.04.2021 FM032 Update
  • Page 1: B. ALLOWANCE section:
    • In first bullet point, added "This remains unchanged for the current tax year ending 28 Feb 2022." at the end. 
    • In second bullet point, replaced last sentence with: "Refer to SARS table. This remains unchanged for the current tax year ending 28 Feb 2022."
06.04.2021 FM049 Update
  • Page 1: Updated the Mileage rate to "R3.82" per km with effect 1 March 2021.
25.03.2021 HR200 Update
  • Page 1: ADVERTISING PLACEMENTS section: Enabled the External media text entry field.
19.03.2021 ACA09 Update
  • Added the ACA09 form to the ACA section on the UCT Administrative Forms web page in addition being listed on the UCT Student Administration Forms web page.
19.03.2021 HR150 Update
  • Page 1: INVESTMENT CHOICE section: Renamed the portfolio names as follows: 
    • From Income Fund (Portfolio A) to Capital Preservation Portfolio;
    • From Balanced Fund (Portfolio C) to Balanced Portfolio;
    • From Shari’ah Fund (Portfolio D) to Shari’ah Compliant Balanced Portfolio.
19.03.2021 HR157 Update
  • Page 1-2: DEFERRED RETIREMENT section: 
    • Removed first table row which contained a principle.
    • Added contact details sub-sections. 
    • Added 6.3. Preservation Fund Options section.
  • Page 2-3: RETIREMENT BENEFIT OPTIONS section: Various changes made throughout this section. 
  • Page 4: Added How are my Vested Share and Non-vested Share calculated? section.
19.03.2021 HR158 Update
  • Page 1: 5. INVESTMENT OPTIONS section: Renamed the portfolio names throughout as follows: 
    • From Income Fund Portfolio to Capital Preservation Portfolio;
    • From Smoothed Bonus Fund Portfolio to Smoothed Bonus Portfolio*;
    • From Balanced Fund Portfolio to Balanced Portfolio;
    • From Shari’ah Fund Portfolio to Shari’ah Compliant Balanced Portfolio.
    • Added following note for Smoothed Bonus Portfolio: " *This Portfolio is only available if you were invested in the Smoothed Bonus Portfolio prior to retirement."
16.03.2021 ACA09 Update
  • Page 2: Deadline dates section: 
    • In Last date to add a course 2021 column: Replaced "19 March" with "29 March".
    • In Get 100% fee adjustment column: Replaced "19 March" with "29 March".
16.03.2021 ACA44 Update
  • Adjusted all dates to reflect current year.
01.03.2021 ACA09 Update
  • Page 1: 1. Student details section: Added Qualification field.
01.03.2021 AS001 Update
  • Page 1: 
    • Section 1:  To be completed by the acquiring department: 1.3: USER DETAILS: Replaced OWNER'S NAME field with FOR REPLACEMENT/SECONDARY COMPUTERS, HAS ICT001 BEEN COMPLIED WITH? option field.
    • Section 3: Authorisations: To ALL PURCHASES row label, added "EXCEPT ICT EQUIPMENT PURCHASED FROM PREFERRED VENDORS".
  • Page 2: Assets and non-assets on one quote section: Added the following third bullet point with sub-points: 
    • "The approvals per the AS001 relate to the full quote, not just the asset lines.  
      • Therefore, the authorisers are providing their approval for the asset purchase as well as any other non-asset items on the quote submitted with the AS001. 
      • The Assets Office does not require an MM010 for the non-asset lines.  
      • However, if the additional items on the quote are being purchased from a different fund from where the asset purchase is being made, an MM010 will be required."
  • Throughout, added links to ICT001 finance policy.
01.03.2021 HR200 Update
  • Page 1: NOTES section: 
    • Added following fourth bullet point: "All advertisements will reflect the universal UCT EE Sentence."
    • Added Universal UCT EE Sentence sub-section: "Universal UCT EE Sentence:
      “UCT is a designated employer and is committed to the pursuit of excellence, diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups. Our Employment Equity Policy is available at www.hr.uct.ac.za/hr/policies/employ_equity “"
  • Page 1: REPLY DETAILS IN THE ADVERTISEMENT section: Removed  Employment equity sentence as approved by UCT Council row and fields.
24.02.2021 DDB05, DDB05a Update
  • Page 2: Replaced "Acting DDB Chair" with "Deputy DDB Chair".
23.02.2021 MM003 Update
  • Nedbank application form: Page 2: 3: ACCOUNT STRUCTURE AND PAYMENTS section: Changed selection for Is this a billing level? field: Selected No checkbox instead of Yes. Note: This application form is to be completed and sent off with the MM003 form.
19.02.2021 HR125 Update
  • Page 1: STUDENT DETAILS section: Added additional row with "If you selected "N" for full time (i.e. part time) for dependent or spouse, is the qualification only offered part-time?" and Y/N option fields.
  • Page 2: When do I complete this form? section: Added "If it is indicated that the course is going to be taken full time for your spouse or dependant (i.e. Y is selected for Full-time? field), and through an audit it is found that the qualification is not offered full-time, UCT has the right to reverse the rebate."
18.02.2021 ACA09 Update
  • Page 2: Deadline dates section:
    • "G12.2" rule changed to "G13.1" and deadline dates updated for 2021. 
    • All instances of "2020" changed to "2021"
  • Page 3: ACA09S: Planned degree curriculum (List course codes) table: Updated the years to start with the current year. 
17.02.2021 PG018 Update
  • Page 1: In the footer: Replaced "pfo-deptawards@uct.ac.za" with "pfodept-awards@uct.ac.za".
17.02.2021 ACA42 Removal
  • Note: This form applied for the 2020 grace period which has expired, so it has been removed and is no longer in use. The 2021 grace period request process is now on PeopleSoft and may be accessed until 28 February 2021 for all eligible students.
11.02.2021 ACA36 Update
  • Page 1: In the Note section: Added the following: 
    • Changed the second bullet point to the following: "Once you have the HoD(s) signatures for each course, you must upload the ACA36 form(s) with your curriculum form as a single registration service request. Your curriculum form cannot be processed without your ACA36 credit/exemption application."
11.02.2021 TA01, TA02, TA03 Update
  • In all these forms: Made applicable changes to permit an electronic signature.
  • Note: File format changed from ".doc" to ".docx" to enable the image insertion field type.
01.02.2021 R&I13 Update
  • Page 1: 
    • Replaced Application deadlines dates with: "Visits taking place throughout 2021".
    • Removed Committee meeting dates row. 
    • Replaced Outcomes dates with: "Applications will be dealt on Ad hoc basis".
01.02.2021 R&I31 Update
  • Page 1: Updated all instances of the deadline for submission to: Friday, 30 April 2021. 
01.02.2021 R&I35 Update
  • Page 1: Updated all instances of the deadline for submission to: Friday, 30 April 2021.
01.02.2021 PG018 Update
  • Page 1: 
    • In 1. Fund holder details section: Made applicable changes to permit electronic signatures.
    • In 2. Student /Fellow details section: Updated all year references to "2021" and made applicable changes to permit electronic signatures.
    • In the footer: Replaced "Bongiwe Ndamane" with "pfo-deptawards@uct.ac.za".
  • Note: Form file format changed to .docx.
01.02.2021 PG021 Update
  • Page 1: 
    • In 1.Student details (To be completed by the student) section: Updated year to "2021" and made applicable changes to permit electronic signatures.
    • In 3. Fund holder details (To be completed by the fund holder) section: Made applicable changes to permit electronic signatures.
    • In the footer: Replaced "Bongiwe Ndamane" with "NRFFunding@uct.ac.za".
  • Note: Form file format changed to .docx.
31.01.2021 INS02 Update
  • Page 1: In the Note section: Increased the premium to R35/day.
31.01.2021 INS03 Update
  • Page 1: 
    • In the Note section: Increased the excesses for Assets (Other) as follows: 
      • Damage/theft: Increased to R30 000.00
      • Removed: High risk portable devices and equipment. 
    • In the Complete this form and return to section:
      • Removed "Room 3.12.1"
      • Added: "Phone Juliet: (021) 650 7237"
31.01.2021 R&I33 Update
  • Uploaded corrected form.
31.01.2021 HR191 Update
  • Page 4: In the When do I use this form? section: Added last bullet point "performance objectives are set during Development Dialogues". 
  • Page 6: 
    • In the Where do I send this form? section: Added note "In all cases, a copy of this form is sent to the relevant HR Business Partner".
    • In the Where can I get further assistance? section: Replaced "HR Practitioner" with "HR Business Partner".
31.01.2021 MM003 Update
  • Page 3: Help to complete a UCT Purchasing Card application form (MM003): In About the UCT Purchasing Card section
    • In the Nedbank application form sub-section: In the first bullet point: Changed sections to: "section 2, section 6 and section 9.2".
    • In the Bank charges associated with the PCard sub-section: Changed the annual card fee to: "R250".
  • Nedbank application form: Replaced this form with the latest form supplied by Nedbank. Note: This application form is to be completed and sent off with the MM003 form.
25.01.2021 MM026 Update
  • Page 1: Replaced the submission address in the Instructions section to applicable PPS Vendor Management Section email address: tenders@uct.ac.za.
  • Pages 2 to 3:Added the “insert image” form field, for the signatures in this form to facilitate virtual completion and submission.
22.01.2021 R&I24 Update
  • Page 1: In the first Note: Removed the following: "Preference will be given to applications which also allow for virtual participation in case of travel restrictions".
21.01.2021 HR157 Update
  • Page 1: 5. Option to continue membership of UCT Group Schemes section: Amended the Note sub-section to the following two bullet points: 
    • "If you have elected to continue membership of the medical aid scheme you must contact Health Care Specialist, Debra De Gouveia-Meyer.
    • If you have elected to continue membership of the UCT Separate Group Life Assurance Scheme you must complete the HR159 debit order form."
  • Page 2: 6.Deferred retirement section: In 6/1 Phased retiree sub-section, amended the first row of the Transferring leave pay to UCT fields replacing "all" with "max".
  • Page 3: Required attachments section: Second bullet point: Removed "either the medical aid scheme or".
  • Page 4: What documents do I need to attach? section: Second bullet point: Removed "either the medical aid scheme or".
21.01.2021 HR159 Update
  • Page 1: 
    • Title: Removed "& beneficiaries" from the form title. 
    • Note section: Second bullet point: Removed "the medical aid and/or".
    • Personal details section: Removed the Beneficiary status option. 
    • Acknowledgement of debt and authorisation by requester section: 
      • First bullet point: Removed "the medical aid and/or".
      • Removed the second last bullet point. 
  • Page 2: 
    • When do I complete this form? section: Removed "the medical aid and/or".
    • Where do I send this form? section: Removed first bullet point.
19.01.2021 FM014 Update
  • Changed SAP Doc # to: 9503
  • In POSTKEY row: Added note: "[Note: For postings to customer accounts, this must either be 01 (=DR) or 15 (=CR)]"
  • Various other changes throughout the form..
19.01.2021 HR201 Update
  • Page 1: 
    • In the first section: Changed bullet point as follows: "Full curriculum vitae (only copies of requested documents to be included)."
    • In the Race (for stats purposes) options: Added the "Foreign National" option.
19.01.2021 HR203 Update
  • Page 1: In the Candidate and appointment information section: Added the Race (for stats purposes) row and options.
19.01.2021 HR204 Update
  • Page 1:
    • In the first section: Changed bullet point as follows: "Full curriculum vitae (only copies of requested documents to be included)."
    • In the Race options row: Added "(for stats purposes)" to the field label and the "Foreign National" option.
19.01.2021 ACA36 Update
  • Page 1: In the Note section: Added the following: 
    • Added to the first bullet point: "You need to contact the HoD(s) via email. Remember the HoD must also see a copy of your transcript and, if needed, other sources. The Dean will approve the credit/exemption as part of the curriculum approval process, so you do not need to get the Dean’s approval on the ACA36 form. "
    • Added the second bullet point: "Once you have the HoD(s) signatures for each course, you must upload the ACA36 form(s) with your curriculum form as a single service request. Your curriculum form cannot be processed without your ACA36 credit /exemption application."
    • Added to the fourth bullet point: "This will be charged to your fee account so you need not pay in advance."
    • Removed the following bullet point: "Details of the transfer process can be found on the UCT website (http://www.uct.ac.za/googlesearch/?q=credit+transfer)."
18.01.2021 HR168 Update
  • Page 1: In the NOTES section: 
    • First bullet: Added link to EE web page on UCT website.
    • Third bullet: Moved the sentence "The delegated authority should not make any offers without seeing and carefully considering this form." before the following statement in brackets "(Please ensure that this is done immediately after the process is completed to avoid delays in offering appointments to candidates)".
  • Page 1: In B: SEARCH MEEING section:
    • Merged the Give comment fields. 
    • In the Designated candidate sub-section: In both rows, changed "will a decision be" to "has a decision been"
    • In the Preferred demographic profile of the successful candidate section, removed Preference 3: Third choice.
  • Page 2: Removed Draft advertisement and equity statement section. 
  • Page 3: In the last table, changed column headings as follows: Changed "ROLE" to "ROLE PLAYER".
  • Page 4: 
    • In the Where do I send this form? section: replaced "director.oic@uct.ac.za" with "glenda.kayster@uct.ac.za")
    • In the Queries? section: Replaced "Manager (Jongisizwe Gomomo)" with "Officer (Glenda Kayster)"
13.01.2021 R&I24 Update
  • Note: This form has been reinstated and replaced with a temporary version of the form. A revised permanent version of the form will be made available when applicable.
13.01.2021 HR100a Update
  • Page 3: In Submitting the form section: In T1 (not students) contract type row replaced "ten days" with "one month".
13.01.2021 DDB12 Update
  • Page 1: Indented the sub-options for option (ii)and option (iii).
13.01.2021 DDB12a Update
  • Page 1: Indented the sub-options for option (ii).
13.01.2021 DDB05, DDB05a Update
  • Page 1: Indented the sub-options for option (ii).
13.01.2021 FM005hlp Update
  • Sheet 1 (Expense GL (excl HR) sheet): In the TRFS-SAL row, changed the GL account includes… field adding "GOB" and replacing "1766" with "766" as follows : "the transfer of GOB cost recoveries between funds. NB: Matching credit is always GL766 - debits must equal credits"
12.01.2021 AS004 Update
  • Page 1: In SECTION 2: Method of disposal: 
    • In sub-section 2.1: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) and removed Remarks field. 
    • In sub-section 2.2: Added Assets Office email address email address where applicable and made any related amendments.. 
    • In sub-section 2.3: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) where applicable and replaced "Amount received" field with "Trade-in amount" field.
    • In sub-section 2.3: Replaced "Assets office" with Assets Office email address (i.e. fnd assets@uct.ac.za) with applicable amendments,  made various changes to all fields except the first field and revised the note.
12.01.2021 AS001 Update
  • Page 1:
    •  In the instructions section: Amended the first, second and third bullets. Removed the last two bullets. 
    • In Section 1: To be completed by the acquiring department
      • In 1.1. Added an explanatory note for the DEPARTMENTAL INVENTORY NO. field. 
      • In 1.2. Amended first field to: "ASSET VALUE INCL. VAT"
    • In Section 3: Authorisations: Changed first field label to: "ALL PURCHASES > R28 750 INCL. VAT"
  • Page 2: 
    • In the Asset threshold section amended to: "The current threshold for asset recognition is R28 750 including VAT".
    • Added the Communication section regarding using the department email address and appealing that only completed forms with all approvals are submitted. 
12.01.2021 SD009 Update
  • Page 1: In Checklist section: Added "Customer (SAP Acc.) Deactivated" checklist item.
12.01.2021 MM026 Update
  • Page 1: Added General Provisions Relating to Deviations section.
  • Page 2: In Tender details section, in Tender deviations type sub-section: Added "Alternative Procurement Method" and "Practicalities" item types with their descriptions.

2020

Date Form name Change Description of change / Details of new form
11.12.2020 R&I18 Update
  • Various changes made throughout this form.
11.12.2020 R&I21 Update
  • Various changes made throughout this form.
11.12.2020 R&I33 Update
  • Various changes made throughout this form.
27.11.2020 R&I13 Update
  • Page 1: Updated the application deadlines dates and added comments, as applicable, for the committee meeting and outcomes for Round Two
27.11.2020 HR157 Update
  • After all references to the HR158 UCTRF Living Annuity form, removed the text: "and a copy of your living annuity quote summary".
27.11.2020 SD003hlp Update
  • Updated entire help document to reflect current form.
27.11.2020 SD003 Update
  • Page 1: Customer details section: 
    • In the Sales order processed by row, replaced "RC&I" with "RCIPS".
    • In the Reasons for credit note row, replaced "Foreign exchange" with "Incorrect currency".
15.11.2020 MM031a Update
09.11.2020 MM014 Update
  • Page 1: E: Authorisation section: 
    • Added Fund Holder signature fields.
    • Changed first limit sub-sections to: 
      • "For permanent limit changes Note: Provide a letter of motivation for limit changes above R30,000."
      • "For temporary limit increases below  R50,000  Note: Provide a letter of motivation for this change."
      • "For temporary limit increases above R50,000 Note: Provide a letter of motivation for this change."
    • Split last signature row into two rows: one for Director: PPS and the other for ED: FInance.
09.11.2020 ACA43 Update
  • Page 1: Instructions section in second bullet point:
    • Removed "at the Student Wellness Service (SWS)".
    • Removed second semester 2020 dates.
    • Updated first semester 2021 dates. 
23.10.2020 MM003, MM019 Update
  • Updated any links to the MM014 form to reflect the file format change noted below.
23.10.2020 MM014 Update
  • File format changed from ".doc" to ".docx" to enable the image insertion field type.
  • Page 1: Added In E: Authorisation section
    • For signature fields: Enabled the insertion of a signature image and/or signature text.
    • Below additional temporary change condition For temporary limit increases above R50,000 added signature and date fields for authorisation by PCard Manager / Senior Contracts Manager.
21.10.2020 HR153 Update
  • Page 1: In Payment of UCTRF Benefit section, Option 1 sub-section: Added Transferring leave pay to the UCTRF sub-section. 
  • Page 3: Added Can I claim tax relief on additional lump sum contributions to the UCTRF? sub-section.
21.10.2020 HR157 Update
  • Page 1: In 6. Deferred Retirement section, 6.1 Phased retiree sub-section: Added Transferring leave pay to the UCTRF sub-section. 
  • Page 4: Added Can I claim tax relief on additional lump sum contributions to the UCTRF? sub-section.
20.10.2020 MM014 Update
  • Page 1: In Section E: Authorisation
    • Added signature and date field for line manager authorisation. 
    • Added additional temporary change condition: "For temporary limit increases above R50,000 Note: Provide a letter of motivation for the change" with signature and date fields for authorisation by Director: PPS/ED: Finance.
16.10.2020 DDB17 New
  • Title: DDB17 – Appointment of an Assessor
  • When To Use The Form: When appointing an assessor for a PhD thesis.
16.10.2020 DDB17a New
  • Title: DDB17a – Assessor’s Declaration Form
  • When To Use The Form: When an approved assessor has agreed to assess a PhD thesis and is in the process of being appointed.
16.10.2020 FM007 Update
  • FM007: In NOTES section: Added "If more you are applying to close more than one fund, instead of using this form, please use the FM007 spreadsheet."
16.10.2020 FM007 spreadsheet New
  • FM007 spreadsheet: Added new spreadsheet for cases when applying to close more than one fund.
16.10.2020 FM003, FM003hlp Update
  • FM003: Updated with formatting and other changes made throughout the form. 
  • FM003hlp: Fully updated.
08.10.2020 R&I24 Update
  • This form has been temporarily removed. A revised form will be made available once the amended course participation process has been finalised.
06.10.2020 HR158 Update
  • Page 1: In 3. DECLARATION FOR DRAWDOWN EXCEEDING FSCA’S MAXIMUM section: 
    • Adjusted any "actuary" references to reflect any FSCA-related changes and linked to FSCA maximum rate table on page 3.
    • Removed first bullet point in member confirmation. 
    • Replaced "Board" with "Trustees".
    • Removed Financial Advisor details and signature section.
  • Page 2: In 6: MEMBER DECLARATIONS AND SIGNATURE section: In NOTES sub-section: Adjusted point 6 to reflect FSCA-related changes and include the reference to applicable FSCA maximum rates table on page 3.
  • Page 3: In COMPLETING A UCTRF LIVING ANNUITY FORM section: Added third section titled "What is the FSCA’s maximum draw-down rate?" and the applicable rates table content.
02.10.2020 ACA54 New
  • Title: ACA54 – Special Technical Fee Waiver Request for Lockdown-Related Reasons
  • When To Use The Form: When master’s and PhD students are seeking a fee waiver in terms of the special Council concession on fees for research students affected. 
16.09.2020 HR145 Update
  • Page 1: In NOTES section: In fourth bullet point, added "which can be scheduled via director.oic@uct.ac.za"
15.09.2020 HR145 Update
  • Page 1: In NOTES section: In fourth bullet point, updated role to: "Employment Equity Manager."
15.09.2020 HR168 Update
  • Page 1: In NOTES section: In last bullet point, updated second role to: "Employment Equity Manager."
  • Page 4: 
    • In Where do I send this form? section, updated the email address to: "director.oic@uct.ac.za"
    • In Queries section: Updated the contact position and name to: "Employment Equity Manager (Jongisizwe Gomomo)"
08.09.2020 DDB06 Update
  • Page 1: Superviser/s Approval section: Added Co-supervisor approval fields and updated the section title accordingly.
04.09.2020 DDB06 Update
  • Page 1: Reduced font size of input fields.
01.09.2020 DDB06 Update
  • Page 1: Added form fields and updated the format of the form to "docx". 
    Note:
    Link to form has changed due to file format update: http://forms.uct.ac.za/ddb06.docx 
  • Page 1: For signature fields: Enabled the insertion of a signature image and/or signature text.
31.08.2020 DDB09 Update
  • Page 1: Added Email address and Contact number fields. 
31.08.2020 DDB10 Update
  • Page 1:
    • Renamed Telephone number field to Contact number field. 
    • Added Faculty field. 
  • Page 2: Minor amendment to PhD Candidate signature fields.
31.08.2020 DDB06 Update
  • Page 1: Added Faculty field.
31.08.2020 DDB06a New
  • Title: DDB06a – Template for Corrections
  • When To Use The Form: This template is used by a PhD candidate to list the corrections made to their thesis in response to the examiners' comments/ criticisms, after receiving a Result (ii) outcome.
31.08.2020 DDB16 New
  • Title: DDB16 – Template for Revisions
  • When To Use The Form: This template is used by a PhD candidate to list the revisions made to their revised thesis in response to the examiners' comments/ criticisms, after receiving a Result (iii) outcome.
31.08.2020 ACA04 Update
  • Page 1: Section 1: Replaced "Serial No." with "Asset No." field.
  • Page 1: Section 2.2: Removed "Insurance company" and "Claim placed by" fields. 
  • Page 1: Section 2.4:
    • Reworded title as follows: "SOLD: Complete this section and section 3, and send this form together with the proof of payment to the Assets Office (no documents to be submitted to Debtors)".
    • Removed fields: "Delivery note no."; Invoice no.; "Processed by"; "Date processed".
    • Added note: "Please note: Bank statement payment reference to include the prefix “Asset Sale”.".
24.08.2020 ACA09 Update
  • Page 2: Applied updates to final dates for curriculum change applications.
20.08.2020 DDB03 Update
  • Various updates throughout the form.
18.08.2020 DDB04 Update
  • Corrected the title metadata in the form. 
  • Page 1: 
    • In point 4, replaced both instances of "report" with "written report"
    • In point 5, converted to yes/no statements and added yes/no columns for selection. 
18.08.2020 MM031a Update
  • Updated the URL to the new secure URL.
07.08.2020 FM005, FM005hlp Update
  • FM005: 
    • In SAL-TEMP group: Removed GL1766 - GOB STAFF COST RECOVERY.
    • In TRFS-SAL group: Corrected GL1766 description to: "STAFF COST RECOVERY – EXPENSE".
  • FM005hlp (Guideline GL Expense Accounts):
    • In column D for GLs 1760, 3450, 3340, 4410, 4440: Added note: “NB: Matching credit is always GLxxxx - debits must equal credits”.  
    • Added GL1766.
06.08.2020 HR109a Update
  • Page 1: Payment Details section: In the Allowance Period column, updated the wording from "3 months" to "6 months".  
  • Page 2: Payment guidance based on staff online activity section: Updated the wording from "3 months" to "6 months".
01.08.2020 HR194 Update
  • Page 1: NOTES section: Replaced last bullet point with: "Please submit your application including the completed application form and all the above documentation directly to Joy Henry via email (joy.henry@uct.ac.za) for the attention of the Executive Director: Human Resources (EDHR). Please do not submit these to the EDHR directly."
  • Page 1: Section C:  
    • Made some minor wording changes to Target population and Amount of time required for fields. 
    • Added Number of UCT staff required (sample) field.
    • Added Research method option field.
    • Moved Proof of ethical clearnace status attached option field to Section D. 
  • Page 1: Section D: Added Proof of ethical clearance status from the University/Institution, if registered outside of UCT option field.
29.07.2020 ACA09 Update
  • Page 1: Student details section: Added a new field: “Name of the advisor previously consulted (where known)”.
  • Page 2: Instructions section: Added a third bullet point with links to page 3: “If you are Science Faculty student, then you must complete the ACA09S supplement on page 3 as well.”
  • Page 3: Added the ACA09S supplement for completion by Science Faculty students only.
24.07.2020 HR153 Update
  • Page 2: In the For Office Use section: Added the following question field and Yes/No fields: "If the member elected to become a deferred pensioner and has an outstanding, pension-backed housing loan, have you asked the member if they want to pay the outstanding amount or continue to pay the loan by debit order?"
24.07.2020 HR157 Update
  • Page 3: In the Office Use section: Added the following question field and Yes/No fields: "If the member elected to become a deferred pensioner and has an outstanding, pension-backed housing loan, have you asked the member if they want to pay the outstanding amount or continue to pay the loan by debit order?"
24.07.2020 R&I12 Update
  • Page 1: Various contact details were updated for 2020.
20.07.2020 DDB08 Update
  • Various formatting and field updates and updated link to UCT Open Access Policy.
15.07.2020 HR109a Update
  • Page 1 and page 2: Updated the date for sending forms for your department from "8th of the month" to the "3rd of the month".
13.07.2020 FHS029 Removed
09.07.2020 ACA44 Update
  • Dates updated to reflect current cycle.
09.07.2020 FHS031 Removed
09.07.2020 CMD01 Update
01.07.2020 FM013 Removed
  • This form has been removed. Note: From 1 July 2020 all journal requests must be submitted using FM014 spreadsheet.
01.07.2020 FM017 Removed
  • This form has been removed. Note: From 1 July 2020 all journal requests must be submitted using FM014 spreadsheet.
01.07.2020 FM014 Update
  • The FM014 Word form has been removed and replaced with the FM014 Excel spreadsheet. 
  • Note: From 1 July 2020 all journal requests must be submitted using FM014 spreadsheet.
30.06.2020 HR150 Update
  • Page 1: Removed references to Portfolio B (Smoothed Bonus Fund) and links to UCTRF Investment Guide (these links will be reinstated when updated guide is available).  
15.06.2020 HR180 Update
  • Page 3: In the Administrative Clearance (Office Use Only) section: Removed text in brackets for Bursary/Amount field.
  • Page 4: In the Completing a staff education bursary scheme application form HR180 section, in When do I complete this form? section: Added Payclass and threshold table. 
15.06.2020 HR185 Update
  • Updated redirect information to SuccessFactors Learning website and changed contact details to email address.
12.06.2020 ACA43 Update
  • Page 1: Corrected/updated the deadline dates.
09.06.2020 DDB05 Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), (iii) or (iv) ; If you selected either option (ii) or option (iii), please also select a sub-option and provide any required details."
    • Removed related instructional text.
  • Page 2: For signature fields: Enabled the insertion of a signature image and/or signature text.
09.06.2020 DDB05a Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), or (iii); If you selected option (ii), please also select a sub-option and provide any required details."
    • Removed related instructional text.
  • Page 2: For signature fields: Enabled the insertion of a signature image and/or signature text.
09.06.2020 DDB13 Update
  • Page 1: For signature fields: Enabled the insertion of a signature image and/or signature text.
08.06.2020 ACA09 Update
  • Page 2: 
    • Changed submission instructions to provide details on submission using PeopleSoft service-requests. 
    • Updated deadline dates to reflect the revised schedule.
08.06.2020 ACA09a Removed
  • This temporary 'COVID-19 lockdown' form has been removed and is no longer in use. Use the ACA09 form instead. 
02.06.2020 ACA09a Update
  • Page 1: 2.Request to drop a course section: 
    • Changed the deadline for dropping a course from 29 May to new deadline of 5 June 2020
    • Changed the third bullet to: "The last date by which to drop a first semester course and have it removed from your transcript and receive a full fee refund is by the end of Friday, 5 June 2020."
  • Page 1: Deadline dates section: Removed the deadline dates section towards the bottom of the form.
29.05.2020 HR140 Update
  • On the Administrative Forms page: In the When to Use This Form field for this form: Added the following note: "Note: UCT staff can apply for leave using SAP HR Employee Self-Service (ESS). Ad hoc staff, paid-on-claim staff or those paid by a temp agency will unfortunately not have access to the service due to the temporary nature of their role. Login to HR Employee Self-Service." 
  • Page 1 and Page 3: Added  the following note: "Note: UCT staff can apply for leave using SAP HR Employee Self-Service (ESS). Ad hoc staff, paid-on-claim staff or those paid by a temp agency will unfortunately not have access to the service due to the temporary nature of their role." 
29.05.2020 FM006 Update
  • Page 2: In INT-FEES International Fees section added "|--394        INTERNATIONAL ADMIN FEE".
20.05.2020 HR140, HR144 Update
  • Removed all fields that indicated the number of working days/calendar days/months from both these forms.
19.05.2020 FM033 Update
  • Page 1: Changed the journal document number to start with 9502 (instead of 9501) and updated the subsistence and travel (S&T) and mileage rates.
19.05.2020 FHS001 Update
  • Converted form to writable PDF form and made various changes to update the form including adding Clearance of Non-GOB Contracts process for context
  • Note: This is a writable PDF form and cannot be completed directly in an Internet browser. It must be downloaded to a device (right-click and Save link as/Save target as), before it can be completed using Adobe Acrobat Reader
15.05.2020 ACA08 Update
  • URL for the form has changed to: http://forms.uct.ac.za/aca08.pdf .
  • Page 1: In the Notes to students section: 
    • Changed point 1.2 to:  "Complete this form (writable PDF) and and upload it to Cancellation of Registration Application on service requests on PeopleSoft. For help in how to do this go to: https://vula.uct.ac.za/x/7rgfwa. "
    • Changed point 1.3 to: "The date of uploading the form to PeopleSoft service requests is taken as the date of cancellation."
  • Page 1: In the For Office Use section: Removed first two rows and edited the third row accordingly.
14.05.2020 HR109 Update
08.05.2020 ACA37, ACA38 Update
  • Page 1: In the Type of leave of absence requested section: Added the new type of leave of absence: "Lockdown"
08.05.2020 R&I35 Update
  • Page 1: In the information section: 
    • Deadlines... sub-section: Dates updated to reflect extended deadline. 
    • Submission Requirements sub-section: Changed to: "Due to COVID-19, we urge for the completed nominations (electronic copies) to be submitted to researchfunding@uct.ac.za on or before the deadline date (Friday, 22 May 2020)."
08.05.2020 R&I31 Update
  • Page 1: In the Information section: 
    • Deadlines... sub-section: Dates updated to reflect extended deadline.
    • Submission Requirements sub-section: Changed to: "Due to COVID-19, we urge for the completed nominations with the supporting portfolio (electronic copies) to be submitted to researchfunding@uct.ac.za on or before the deadline date (Friday, 22 May 2020)."
04.05.2020 HR204 Update
  • Page 1: In the ID or passport number field added "or passport" to the note.
  • Page 2: 
    • In the Qualifications sub-section, added: "Please indicate the NQF level of your highest qualification (please attached a copy of your highest qualification)."
    • In the Employment History sub-section added: "Please indicate your total years of experience that is relevant to the position you are applying for." and the year ranges.
    • Changed the note at the end of the page to: "Candidates invited for interview will be asked to bring along their signed hard copy of this form."
29.04.2020 ACA43 Update
29.04.2020 DDB12, DDB12a Update
  • DDB12: Page 2: Section D: Examiner Report: Enabled the insertion of a signature image and/or signature text. 
  • DDB12a: Page 1: Section D: Examiner Report: Enabled the insertion of a signature image and/or signature text.
28.04.2020 HR109 Update
  • Page 1: Notes section: Corrected the reference to the GEN004 policy and added a new note regarding the HR109a form. 
  • Page 1-2: Corrected two other references to the GEN004 policy throughout the form. 
28.04.2020 HR109a New
  • Title: HR109a – Data Allowance Multiple Payments
  • When To Use The Form: When departments need to authorise payments to staff who are eligible to receive a data allowance as per Category 2 and Category 3 of the interim finance policy on Remote Connectivity (GEN006).
24.04.2020 DDB12, DDB12a Update
  • DDB12: Page 2: Section D: Examiner Report: Enabled the insertion of a signature image. 
  • DDB12a: Page 1: Section D: Examiner Report: Enabled the insertion of a signature image.
23.04.2020 ACA09a Update
  • Extended the due date for the submission of applications to drop a course from 8 May to 29 May.
21.04.2020 FM005, FM005hlp Update
  • FM005: Page 7: Added GL: "2554 - PUBLICATIONS - OPEN ACCESS"
  • FM005hlp: Expense GL (excl HR) worksheet, line 77: Added GL: "2554 - PUBLICATIONS - OPEN ACCESS"
21.04.2020 ACA09a Update
  • Page 1: Section 1. Student details:  
    • Added new Yes/No option field: "Have you already consulted a student advisor?
    • Changed the following related field to: "Name of the student advisor/convener consulted"
20.04.2020 ACA09a New
  • Title: ACA09a – Application to drop a course
  • When To Use The Form: When needing to withdraw from a course between 20 April and 8 May 2020.
17.04.2020 ACA09 Removed (temporarily)
  • This form has been made unavailable temporarily. If you need to withdraw from a course between 20 April and 8 May 2020, please use the special ACA09a form created for this purpose which will be made available during this period. 
09.04.2020 R&I24 Update
  • Page 1: Information section: Dates updated to reflect extended deadline or dates still to be confirmed (TBC).
  • Page 2:  Submit application to section: Updated to reflect application submission via email not post.
06.04.2020 FHS029 New
  • Title: FHS029 – AEC: Application Form for the Use of Animal Material for Scientific Purposes
  • When To Use The Form: This form must be completed when applying for the use of animal material for scientific purposes.
06.04.2020 FHS030 New
  • Title: FHS030 – AEC: Reciprocal Recognition of Review Decisions
  • When To Use The Form: This form must be completed when applying for the reciprocal recognition of review decisions.
06.04.2020 FHS031 New
  • Title: FHS031 – AEC: Reporting of Protocol Deviations and Unanticipated Problems 
  • When To Use The Form: This form must be completed when reporting protocol deviations and unanticipated problems to the AEC. 
06.04.2020 FHS032 New
  • Title: FHS032 – AEC: Pilot Feedback Report Form
  • When To Use The Form: This form must be completed when submitting a pilot feedback report to the AEC. 
06.04.2020 ACA04 Update
  • Complete revision of the form, various changes.
06.04.2020 ACA10 Update
  • Page 1:  Updated SSS email address and replaced RMS with "Mercury".
06.04.2020 R&I18 Update
  • Page 1: Updated the application deadline.
06.04.2020 R&I13 Update
  • Page 1: Updated the application deadlines, the committee meeting dates, and outcomes dates. 
26.03.2020 MM031a Update
  • In the When To Use The Form field, in the Notes section:  Added new first bullet point: "If you are accessing any of these forms remotely (i.e. not directly connected to UCT Network or eduroam), you will need to do so via VPN which requires that AnyConnect (UCT VPN software) is installed."
20.03.2020 HR141 Update
  • Page 3: Added section: What else do I need to know? with references to the UCTRF website and downloads relating to certain exclusions that may apply to your death and disability cover if you travel outside the borders of South Africa.
20.03.2020 DDB15 Update
  • Page 1: Section D: Confirmation of completion of checklist by CoA Chair: Enabled the insertion of a signature image. 
20.03.2020 DDB07a Update
  • Page 1: In Notes section: Various changes were made. 
  • Page 1:In the Declaration by Examiner section: 
    • In declaration 1, added "in the field below."
    • In declaration 2, changed to: "Have you been affiliated or associated with UCT in any capacity (including honorary) within the past 3 years? If yes, please elaborate in the field below." 
20.03.2020 DDB07 Update
  • Page 1: 
    • In Instructions section: Various changes made and some points added. 
    • Added heading to Candidate section. 
  • Page 2: Added List of External Examiners section. 
  • Pages 3 to 7:
    • Added "Details of" to External Examiners section heading and made various changes to the sub-sections 1 to 5. 
12.03.2020 R&I33 Update
  • Page 1: Deadlines section extended and deadlines changed and notes expanded.
  • Page 2: Various changes applied in: 
    • Hardware/Software Applied For section:
    • Detailed Budget section: 
  • Pages 3 to 5: Various changes applied in Equipment Information section.
  • Page 6: Various changes applied in Recommendations and Approval section
11.03.2020 DDB15 New
  • Title: DDB15 – Checklist for inclusion of publications in a PhD thesis
  • When To Use The Form: This form must be completed by the CoA Chair to determine a student’s contribution to publications that they intend to include in their thesis.
06.03.2020 FM005 Update
  • Page 1: Changed the amount from "R15,000" to "R25,000" in the following GL accounts in line with the revised AST001 -UCT Asset Register policy:  4320, 4360, 4400, 4410.
06.03.2020 ACA38 Update
  • Page 1: In the Leave of absence applicant details section, added a confirmation field: "I confirm that I have informed my supervisor of my application for leave of absence."
06.03.2020 ACA52 Update
  • Page 1: In the Reason for Change section, added the text field: "Does this potentially affect the distinction/degree honours?"
05.03.2020 ACA53 Update
  • Title: ACA53 – Motivation for acceptance of a late submission to the Fit for Study Panel
  • When To Use The Form: When motivating to the chair of the Fit for Study Panel for late acceptance of an application to return from Leave of Absence. 
04.03.2020 ACA40 Update
  • Header: Removed the fax number and replaced the last digit of the telephone number with "2/4"
  • Page 1: Removed "2019" from the form heading.
03.03.2020 FHS013 Update
  • Various changes made on the form, in particular in Section 4 and with the addition of the HREC - Debit Order Form. The help document was updated accordingly.  
  • Added links to the HREC Fee Structure and HREC Debit Order forms which are hosted on the HREC website.
03.03.2020 FM030 Update
  • Page 1: Adjusted the SARS rates per km with effect from 1 March 2020 for motor vehicles (to R3.98)and motor cycles (to R2.79).
03.03.2020 FM032 Update
  • Page 1: In Section B: Adusted the maximum daily rate with effect from 1 March 2020 for incidental costs only (to R139.00) and for meals and incidentals.(to R452.00)
28.02.2020 HR201 Update
  • Page 1:  
    • Moved the field asking if the applicant would like to be considered at a lower level if they were unsuccessful at the level they applied to the For Academic posts only sub-section. 
    • Added "for the first time" at the end of the question "Where did you you see this vacancy advertised". 
  • Page 2:In the Summary of Qualifications and Experience section: 
    • In Qualifications sub-section, added field to indicate  NQF level of highest qualification and request for copy of this qualification.
    • Added "Registration with Professional bodies" sub-section and added these words to the section heading.
    • In the Employment History sub-section, added fields for indicating total years of experience relevant to position applying for. 
    • In the For Academic posts only sub-section, extended the first field. 
28.02.2020 HR204 Update
  • Page 1: Added "for the first time" at the end of the question "Where did you you see this vacancy advertised".
  • Page 2: In the Summary of Qualifications and Experience section: 
    • Added "Registration with Professional bodies" sub-section and added these words to the section heading. 
    • Added additional rows to Employment History sub-section.
20.02.2020 MM031a New
  • Title: Purchasing Card Unposted Transactions
  • When To Use The Form: This form is the first of a series of four forms used to submit PCard transaction documents:
    • MM031b – submit documents for a specific transaction (select a PCard transaction from the MM031a).
    • MM031c – resubmit documents for a transaction if requested by a card processor via email.
    • MM031d – when a card processor requests an update about budget in a fund.
20.02.2020 MM031 Removed
  • This form has been replaced by MM031a: Purchasing Card Unposted Transactions
13.02.2020 R&I18 Update
  • Page 1: 
    • Added "Deadlines for applications to be submitted to Faculty Equipment Committee Chair:" and replaced deadlines with category 1 and category 2 application deadlines. 
    • Added: "For detailed calls for applications and the timelines of review processes applicable to each category, please see: Current funding opportunities".
10.02.2020 HR125 Update
  • Page 1: In the Notes section: 
    • Added bullet point: "Fringe benefits tax will be applied, as applicable, based on the prevailing South African Revenue Services regulations."
    • In last bullet point: Replaced 25% with 10%. 
  • Page 2: In the When do I complete this form? section: 
    • Replaced all instances of "T2" with "fixed term". 
    • Updated fee rates which generally apply, 
      • first bullet point: from "25%" to "0%" 
      • second bullet point: from "60%" to "35%"
  • Page 2: In the When do I submit this form? section: At the end of the sentence, added text: "no later than 15 August of current registration year."
  • Page 2: In the What other forms do I need to complete? section: In the first bullet point, replaced "25" with "28".
06.02.2020 CMD01 Update
  • Replaced contact Mandy Constant with Yvonne Brown.
31.01.2020 DDB12, DDB12a Update
  • Page 1: In Section B: Added: “I have examined this thesis and recommend:” above the Option and Recommendation columns.
30.01.2020 DDB12a Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), or (iii); If you selected option (ii), please also select a sub-option."
    • Removed related instructional text.
30.01.2020 DDB12 Update
  • Page 1: In Section B: 
    • Replaced the header row with the following note: "Select either options (i), (ii), (iii) or (iv) ; If you selected either option (ii) or option (iii), please also select a sub-option."
    • Removed related instructional text.
29.01.2020 R&I13 Update
  • Page 1: Section One: Application deadline, committee meeting and outcome dates updated from 2019 to 2020 for round one and round two. Some heading edits.
  • Page 2: Eligibility: Added note "Applications for a grant to host an honorary staff member already formally affiliated to UCT (Honorary Research Associates/Affiliates; Honorary Professors; Honorary Associate Professors) will not be considered by the committee."
  • Page 4: Section Two
    • 5. Activities of visitor:  Extended instruction to "submit the detailed programme of the visit." 
    • 6. Costs of Visit: Updated daily rate for subsistence. 
  • Page 5: Section Two: 9. Application checklist: Changed item 4 to "Separate attachment of the detailed programme of the visit" 
29.01.2020 R&I31 Update
  • Page 1: Information section: 
    • Reference to current year updated throughout form.
    • Eligibility criteria: 
      • Added to first bullet point a principle regarding part-time staff. 
      • Added second bullet point regarding the  completion of nominated creative work.
    • Submission requirements: Reworded and changed addressee.
  • Page 2: 1.  Details of Nominated Work:  Added field for indicating role of nominee and names and roles of any other significant contributors/participants if they were not the sole creator of the work. 
29.01.2020 R&I35 Update
  • Page 1: Information section: 
    • Dates updated to reflect current cycle..
    • Submission requirements: Reworded and changed addressee.
  • Page 2: Some minor wording changes.
29.01.2020 R&I24 Update
  • Page 1: Information section: Dates updated to reflect current cycle.
  • Page 3: 2. Short research visits abroad – details of host: Brief motivation for research visit: Reworded request for additional motivation and research proposal.
  • Page 4: 4. Provisoional budget: Changed the link to the SARS rate per country and removed the note regarding SADC countries not being considered "international".  
28.01.2020 HR120 Update
  • Page 1: Examiner details: Added a row providing the option to either donate the honorarium to a specific fund or not to donate it and have it paid to their bank account instead. Included a link to a page listing the fundraising priorities.
  • Page 2: Claim details: Rand values for marking undergraduate and post graduate essays / projects / reports updated.
  • Page 3: When do I complete this form?: Rand values for undergraduate and post graduate marking updated.
28.01.2020 HR121 Update
  • Page 1: Examiner details: Added a row providing the option to either donate the honorarium to a specific fund or not to donate it and have it paid to their bank account instead. Included a link to a page listing the fundraising priorities. 
  • Page 2: Claim details: Rand values for marking Master's Research Dissertations updated.
  • Page 3: When do I complete this form?: Rand values for marking Master's Research Dissertations updated.
23.01.2020 ACA09 Update
  • Page 2: Updated dates to reflect 2020 deadline dates and checked and updated links to 2020 content, as required.
22.01.2020 MM010 Update
  • In C. AUTHORISATION section, replaced "R1 000 000" with "R2 000 000".
22.01.2020 FM030 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FM045 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FM049 Update
  • Throughout the form replaced "Claimant" with "Payee".
  • In approval section: 
    • Replaced "R1500" with "R15000".
    • Replaced "HOD/Dean/Exec Director/DVC" with "Line manager".
22.01.2020 FHS025 Removed
  • On request from the Finance Department, the owners of the associated business process, this form has been removed.
22.01.2020 HR180 Update
  • Throughout the form, removed all instances of "PASS". 
  • Page 3: In Administrative Clearance (Office Use Only) section: Changed Bursary Amount figure to R10000. 
22.01.2020 R&I18 Update
  • Changed closing date from "10 April" to "9 April", since "10 April" is a public holiday. 
15.01.2020 ACA50 Update
  • In the title section: Replaced "2019" with "2020". 
  • In the Important section: 
    • At the end of the first paragraph, added "and whether the RAC acted procedurally, or not."
    • In the second last paragraph, replaced "wish"
       with "need" and added "It will be accepted only if there are compelling reasons why you did not provide it in the first place. "
13.01.2020 R&I11 Update
  • Various wording changes throughout the form.
13.01.2020 ACA42 Update
  • Added updated submission email address.
07.01.2020 ACA42 Update
  • Updated to reflect the revised dates for 2020 and to remove the submission email address. 
06.01.2020 ACA51 Update
  • Various changes to reflect the Chair of the Senate Readmission Review Committee (SRRC) role, and added  motivation field for condoning late submission of appeal.

2019

Date Form name Change Description of change / Details of new form
20.12.2019 AS001, AS003, AS004, AS005, AS006 Update
  • Various content and formatting changes throughout these fully revised AS forms.
19.12.2019 PG001, PG002, PG018, PG021, PG022, PG024, PG025 Update
  • Various content and formatting changes throughout these PG forms with updates for use in 2020.
18.12.2019 PG014, PG015, PG016 Update
  • Various content and formatting changes throughout these PG forms with updates for use in 2020.
18.12.2019 FM005, FM005hlp Update
  • Page 7 (or rows 85 and 86): In the OPER-EXPS - General Operating Expenses section: Updated the descriptions for VAT GLs: 
    • 2615 (removed "Library") and 
    • 2616 (replaced "Library with "Foreign")
18.12.2019 R&I18 Update
  • Page 1: 
    • Updated deadline and outcome dates.
    • Note section: Changed "2020" to "2021". 
    • Guidelines for category 1 section: Changed 5. to: Funding is competitive and is considered against the CAPEX budget available for equipment."
    • For Category 2 applications directed to NRF NEP application mechanism, changed contact to "Robyn Udemans". 
  • Page 2: 
    • APPLICANT PARTICULARS section: Reformatted table and added Faculty field.
    • EQUIPMENT APPLIED FOR section: New/replacement? field: Added "If replacement, then specify which item is being replaced and the year in which it was purchased."
    • BUDGET FOR CATEGORY 1 APPLICATION section:  Removed "N/A" from all three fields.
    • BUDGET FOR CATEGORY 2 APPLICATION section: B. Removed "3-year".
  • Page 5: Added: "13. If either you or your research group/unit has received funding from the UEC over the last 5 years then please indicate the amount and which equipment was purchased. Where is the equipment located? How it being used and by whom?
    List the research outputs which have followed directly as a consequence of this equipment."
18.12.2019 FM045 Update
  • Page 1: Note section: Replaced a) with: "The PCard is the preferred payment method for University approved business expenditure, where appropriate."
12.12.2019 SD009 Update
  • Page 1: Replaced the "Write off approval ED" fields with "Manager: Debtors" and "Director: Financial Accounting" rows.
10.12.2019 FM041 Update
  • Page 1: Notes section: Removed text "Do not send any supporting documentation.".
04.12.2019 FM007 Update
  • Page 1: Section A: 
    • Added the following fields: 
      • Instant Money - Fund delinked and final reconciliation of Instant Money completed. 
      • Analysis of fund - Final Excel analysis of SAP fund balances (budget and actual) completed. 
      • Business Objects - All scheduled BOBJ reports updated to exclude closed fund. 
    • Edited Journals field as follows: Added to the description: "including of the final balance". 
    • Removed fields: Approved by HOD (and description) ; HOD (print name) and ; Signature fields.
04.12.2019 BAS11 Update
  • Various updates have been made to this SAP e-form.
04.12.2019 LAW01 Update
  • Throughout form: Replaced 2019 with 2020. 
  • Page 1: Added three more scholarships, and a removal of the default selection in the gender field.
03.12.2019 SAP08 Update
  • Replace broken link to ServiceNow request "SAP Finance change of authorisations" with new link to ServiceNow request "Modifying existing SAP Access". 
13.11.2019 MM031 Update
  • On the Admin Forms page, added the following note to the When to use field for this form: "Note: This form should only be used by Procurement and Payment Services (PPS) employees and Faculty of Health Sciences employees as part of the PCard pilot. ."
  • Added this note to the help document as well.
13.11.2019 INS04 Update
  • Page 1: Updated links throughout the form.
13.11.2019 FM047, FM048, FM053 Update
  • Page 1: Updated links throughout the forms.
12.11.2019 DDB05, DDB05a, DDB12, DDB12a, Update
  • Page 1: In Section B for COA/Examiner recommendations, added note to select only one recommendation option.
12.11.2019 ACA49 Update
  • Page 1: In Personal Details section, added Faculty field.
11.11.2019 DDB14 Update
  • Page 1: In the Note section, in the second sentence, replaced "may" with "must". 
30.10.2019 ACA52 Update
  • Page 1: In Section A: Student and Course Details: Added "Year taken" field.
30.10.2019 HR144 Update
  • Page 1: Minor spelling correction from "Center" to "Centre".
  • Page 2: In the "Payrol Deductions..." section, in the UCTRF field, added :"the greater of 4% or the costs of risk"
  • Page 3: In help document, added the question and answer section: "Will I remain covered for death and disability under the UCTRF if I travel outside the borders of South Africa?"
30.10.2019 INS02 Update
  • Various updates to notes and instructions. 
  • Added Section B: Work-related injury on duty while overseas.
30.10.2019 HR200 Update
  • Page 1: In Advertising Placements section: 
    • Added "UCT" to "staff only"
    • Removed fields: If UCT Internal web page, please specify who is eligible to apply?    0  UCT staff only    0  UCT staff and others (e.g. temporary staff)
  • Page 1: In HR Checklist section: 
    • Removed "Practitioner" from the section title.  
    • Replaced "HR Practitioner" with "HRP/Recruitment Advisor"
    • Replaced "Checked draft advertisement" with "If position was graded and whether previous position description matches the one submitted".
30.10.2019 HR202 Update
  • Page 1: In Vacancy section, below If PASS position, grading process complete? field: Added "If Yes indicate when grading was completed / If No indicate reasons" text field.
30.10.2019 DDB13 New
  • Title: Turnitin plagiarism declaration
  • When To Use The Form: This form is completed by PhD students and their supervisors.
    Note: PhD students must submit this form with their thesis for examination. 
30.10.2019 DDB14 New
  • Title: Confidentiality on the nomination of examiners
  • When To Use The Form: This form must be completed by PhD students and their supervisors at intention stage.
    Note: Supervisors may not discuss or disclose the names of examiners to their PhD students before the end of the examination process, and subject to the examiners’ consent. 
30.10.2019 DDB05, DDB05a Update
  • Page 3: Added help page to assist in completing the form.
28.10.2019 SAP11 New
  • Title: SAP CMR Call Logging
  • When To Use The Form: When SAP super-users want to request that a CMR call is logged on SAP.
28.10.2019 SAP10 Removed
  • The SAP10 - SAP Finance System Investigation form is no longer in use.
09.10.2019 DDB05, DDB05a Update
  • Page 2: In Section D: Approvals, added descriptions to the options in the Options column.
08.10.2019 DSA-SWS-ADM008 New
  • Title: Registration Form: Psychological Services
  • When To Use The Form: When wanting to access psychological services at the DSA Student Wellness Service (SWS) for the first time.
30.09.2019 HR168 Update
  • Various amendments to form as required to reflect any changes to process/procedure/terminology
17.09.2019 ACA44 Update
  • Page 1: In B. Deferred Exam Details section, added field with Y/N radio buttons: "Please indicate if you have submitted any prior applications for this semester’s exams."
17.09.2019 HR158 Update
  • Page 1: In the 5. Investment Options section added the following Note: 
    • "In the event that your living annuity income is paid from more than one portfolio and one of the portfolios is depleted, you will be prompted by the UCTRF administrator to advise your new preferred drawdown rate from the remaining portfolios.  
    • If you do not respond timeously (before the next scheduled payroll run) to the request, the UCTRF administrator will apply any shortfall to be disinvested from the most conservative of the remaining portfolios (excluding the Shari’ah Fund Portfolio) and this action will continue until such time that you  advise your preferred disinvestment instruction, death, until depletion of capital, whichever event occurs first; on the proviso that Portfolio D is not included.
    • The Portfolios from most to least conservative are Income, Smoothed Bonus and Balanced."
16.09.2019 DDB07 Update
  • Page 2-5: In the Additional External Examiners section at the end of each additional examiner sub-section: 
    • Edited the existing confirmation/verification factors, separating them into two separate rows. 
    • Added an additional confirmation/verification factor: "The Examiner is not affiliated or associated with UCT in any capacity (including Honorary). If no, please elaborate in the field below."
16.09.2019 DDB03 Update
  • Page 2-3: In the Additional External Examiners section at the end of each additional examiner sub-section: 
    • Edited the existing confirmation/verification factors, separating them into two separate rows. 
    • Added an additional confirmation/verification factor: "The Examiner is not affiliated or associated with UCT in any capacity (including Honorary). If no, please elaborate in the field below."
    • Added the following note: "Where three or more examiners have agreed to examine, you are required to attach the completed DDB07a (Examiner’s Declaration Form) for each examiner."
16.09.2019 HR122 Update
  • Form title changed to: Local External Examiner/Citation Editor
  • Page 1: Notes section: Second bullet: Changed to: "Sections A and B of this form are completed by either a local external examiner, when claiming an honorarium for examining a doctoral thesis, or by a citation editor, when claiming an honorarium for the editing of citations."
  • Page 1: SECTION A: Where applicable added citation editor. 
  • Page 1: SECTION B: Reinstated this EXAMINER/CITATION EDITOR DECLARATION section. 
  • Page 1: SECTION D: Added Citation Editor's Fee: R 835.00
  • Page 2: When do I complete this form? section: Added completion details for citation editors. 
  • Page 2: Where do I send this form? section: Adjusted to incorporate sending details for citation editors. 
20.08.2019 R&I24 Update
  • Page 1: Updated Eligibility section: 
    • First bullet point: Added "and T2 contract" 
    • Second bullet point: Added "Permanent Professional Administrative Support Services (PASS) staff affiliated to an academic department" 
    • Third bullet point: Added "Senior Research Scholars", moved "Honorary Research Associates/Affiliates" from second to third bullet point; added "DHET"; removed "joint permanent"
    • Fourth bullet point: Added "permanent joint"
    • Removed last two bullet points.
13.08.2019 FEE02, FEE06 Update
  • Removed links to discontinued Fees forms.
13.08.2019 FEE05, FEE08, FEE09 Update
  • On the Student Administrative Forms page: 
    • Corrected links to Fees forms.
    • Corrected links to Fees handbook page and handbook.
13.08.2019 R&I13 Update
  • Page 1: Updated the Round Two dates. 
  • Page 4: Updated the amount in 6.2.
13.08.2019 HR153 Update
  • Page 1: In the Payment of UCTRF Benefit , Option 1 section: Removed the entire the Note text:  "Note: You may not elect to become a deferred pensioner if you have an outstanding housing loan amount which is deductible from your fund credit."
12.08.2019 DDB07 Update
  • Page 1: In the Notes section:
    • In second bullet point: Replaced "is required" with "can be submitted".
    • Added fourth bullet point: "Where the DDB07a form is not attached. The DDB Office will obtain this from the examiner which may result in delays in the examination process."
  • Pages 2 to 5: In the External Examiners section:
    • In each of sub-sections 1. Examiner's Title and Name, 2. Examiner's Title and Name3. Examiner's Title and Name, 4. Examiner's Title and Name, 5. Examiner's Title and Name: Added question with Yes and No fields: "Is the examiner affiliated or associated with UCT in any capacity (including Honorary)? If yes, please elaborate."
  • Page 6: In the Acknowledgement and approval section, in Acting Chair: DDB field, removed "M Kyobe".
12.08.2019 DDB07a Update
  • Page 1: In the Notes section
    • First bullet point: Added "The" at the beginning.
    • Second bullet point: Replaced "must" with "can".
12.08.2019 HR153 Update
  • Page 1: In the Payment of UCTRF Benefit section: From the Note, removed "or if you owe money to UCT which is or may be, a deductible from your benefit in terms of the law."
  • Page 2: Corrected the name of the HR151 form.
  • Page 3: In the When do I complete this form? section, removed "It provides for the withdrawal of retirement benefits."
12.08.2019 HR159 Update
  • Page 1: In the Acknowledgement of Debt and Authorisation by Requester section: Replaced all instances of "the University of Cape Town" with "my employer".
12.08.2019 ACA08 Update
  • Form did not change, but updated the URL to the correct location on the UCT students website.
12.08.2019 MM031 Update
08.08.2019 CMD02 Replaced
08.08.2019 CMD03 Replaced
08.08.2019 CMD04 Replaced
  •  This form is no longer in use. 
    • To deactivate a website: Please complete this request in ServiceNow: Remove Website
07.08.2019 R&I24 Update
  • Updated the deadlines for application submission and the dates for committee meetings and outcomes.
  • In the 6. Application checklist section: Changed second main bullet point to: "Research proposal, including significance of research, which must be concise (i.e. one page) and understandable to a non-expert"
31.07.2019 FHS013 Update
  • Various changes as required.
30.07.2019 FM049 Update
  • In the Notes section:  
    • Added: 
      • "If the reimbursement is in respect of a payment made, please attach Proof of Payment (PoP).
      • If the payment is paid into: 
        • a local bank account, please request a temp vendor to be created.
        • a foreign bank account, please attach a copy of the passport."
    • Removed: "(previously known as Shell Court)"
  • Removed two blank rows from expenditure table. 
30.07.2019 LAW02 Update
  • Page 1: Notes section: Updated the names of the Deputy Dean Undergraduate studies (Dr. Kathy Idensohn); and the Deputy Dean Postgraduate Studies (Dr Lee-Ann Tong).
  • Page 2: Requirements section: Updated the names of the Deputy Dean Undergraduate studies (Dr. Kathy Idensohn); and the Deputy Dean Postgraduate Studies (Dr Lee-Ann Tong).
19.07.2019 FM007 Update
  • Page 1: Sales Orders field: Changed to "All Sales Order line items on the Delivery Due List are cleared and all invoices on the fund are paid."
19.07.2019 HR213 Update
  • Page 1: In the Family funeral cover "Opt Out" for UCTRF members section: 
    • First bullet point: Removed "with effect from 1 March 2019";
    • Second bullet point: Removed "and the cost is R19.75 per month";
    • Third bullet point: Replaced "by 30 April 2019" with "within one calendar month from the date of joining the UCTRF";
    • Fourth bullet point: Removed "commencing 1 July 2020". Changed second sentence to "if you "Opt In” at a later date, a 6 month waiting period will apply for non-accident related claims."
    • In field labels applied minor changes to conform to the above changes. 
    • In footnotes, applied minor changes and also removed "#Neighbouring countries include: Namibia, Botswana, Zimbabwe, Lesotho, Swaziland and Mozambique (as far as Vilakulo)." 
  • Page 2: 
    • In the When to complete this form? section, for Existing UCTRF members point, added "or Opt Out", and removed "commencing 1 July 2020". 
    • In the "When do I submit this form? section, removed "UCT" and added "Funeral".
    • In the What other forms do I need to complete? section, added references to forms 150, 154, 156, 213.
19.07.2019 INS03 Update
  • Page 1: Note section, under Assets (Other): Decreased the amount for High risk portable devices and equipment to R20 175.44.
18.07.2019 HR150 Update
18.07.2019 HR151 Update
  • In Part 1: UCT Death Benefit section, from the Note, removed "An additional lump sum is provided for in the death benefit."
  • Added references to forms 150, 154, 156, 213.
18.07.2019 HR154 Update
  • Throughout the form changed the period for changes from 1 June to the period between 1 September and 31 October.
  • Added references to forms 150, 151, 156, 213.
  • Various other changes as required.
18.07.2019 HR156 Update
  • Throughout the form changed the period for changes from 1 June to the period between 1 September and 31 October.
  • Added a reference to the HR151 form.
  • Various other changes as required.
17.07.2019 SAP03 Update
15.07.2019 DDB12a New
  • Form title: Examiner recommendation on re-examination
  • When to use the form: This form is used by external examiners when making a recommendation on the re-examination of a revised thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB12 New
  • Form title: Examiner recommendation on examination
  • When to use the form: This form is used by external examiners when making a recommendation on the examination of a thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB05a New
  • Form title: COA recommendation on re-examination
  • When to use the form: This form is used by the Committee of Assessors (CoA) when making a recommendation on the re-examination of a revised thesis submitted for the degree of Doctor of Philosophy.
15.07.2019 DDB05 Update
  • Various changes made as required.
15.07.2019 HR157 Update
  • Page 1: Section 2:CONTACT DETAILS: Added broker details fields.
15.07.2019 ACA37 UpdaSAP CMR call te
  • Page 1: Notes section: 
    • Changed second bullet point to: "Ordinarily, leave of absence will be not be granted after week 9."
    • Added fourth bullet point: "All applications to be submitted using Peoplesoft service requests, for instructions see: https://vula.uct.ac.za/x/PvmVc7" 
    • Changed last bullet point to: "A shorter period of absence where the student intends to return the same semester and take the exam, must be dealt with in terms of the faculty guidelines."
  • Page 1: Leave of Absence applicant details section:
    • Removed Date of Submission to Faculty Office field. 
  • Page 1: Duration of leave of absence requested section: Added additional check boxes and block entry fields as per ACA38.
  • Page 1: Reason for Requesting leave of absence (brief description) section: Expanded entry field.
  • Page 1: Declaration by the student section: 
    • Changed point 4 to: "I have discussed the curriculum implications with a curriculum advisor/convenor and acknowledge the affect that leave of absence will have on my curriculum and progress."
    • Added point "6. I understand that any results I obtained during the year will be considered by the Faculty Examination Committee (FEC) at the end of the year."
  • Page 1: Removed last three sections: Review by curriculum advisor; Leave of absence decisions and conditions and Office use.
15.07.2019 ACA38 Update
  • Page 1: Notes section: 
    • Added fourth bullet point: "All applications to be submitted using Peoplesoft service requests, for instructions see: https://vula.uct.ac.za/x/PvmVc7" 
    • Added to end of last bullet point: "or via MoU"
  • Page 1:  Leave of Absense applicant details section:
    • Replaced Date of Submission field with Supervisor Name (if applicable) field. 
  • Page 1: Reason for Requesting leave of absence (brief description) section: Expanded entry field.
  • Page 1: Declaration by the student section: Added point "7. I understand that any results I obtained during the year will be considered by the Faculty Examination Committee (FEC) at the end of the year."
  • Page 1: Removed last two sections: Leave of absence decisions and conditions and Office use.
12.07.2019 SAP03 Removed
  • This form is no longer in use. This request can now be completed in ServiceNow, see: SAP Training Request
10.07.2019 HR157 Update
  • Page 1: In Section 6: Deferred Retirement: Removed "or if you owe money to UCT which is, or may be, deductible from your benefit in terms of the law."
  • Page 2: In Section 7: Retirement benefit options: Added section 7.3 Preservation Fund Options. 
12.06.2019 HR201; HR204 Update
  • Various changes made as required.
03.06.2019 ACA43 Update
  • Page 1: Instructions: Updated deadlines for 2019 and 2020 for submitting form to Student Wellness Service.
30.05.2019 R&I16 Update
  • Page 1: Updated deadline, committee meeting and outcome dates for 2019.
24.05.2019 ACA44a Update
  • Page 1: IMPORTANT section: 
    • Point 4: Added text at the end: "as a single, combined PDF."
    • Point 5: Removed: "Email this completed form and all supporting documents within 7 days of the scheduled exam date to: deferred.exams@uct.ac.za with your surname and student number in the subject line."
  • Page 1: SECTION A: STUDENT APPLICANT DETAILS: A.5. Request for Deferred Exam field: Removed extra text in field. 
  • Page 2: SECTION C: MEDICAL/PSYCHOLOGICAL REPORT: Date of consultation field: Increased the size of the field so that the dates of all the consultations with the student can be added, if necessary.
22.05.2019 BAS04; BAS12 Update
  • Only updated When To Use The Form for:
    • BAS04 changed to: "When UCT staff need to request a venue for a class test"
    • BAS12 changed to: "When UCT staff need to request a change/additional venue for Semester Teaching"
21.05.2019 ACA44a Update
  • Page 2: Added Professional Qualification field. 
  • Page 2: Added SANC Reg. Number field.
16.05.2019 ACA49 Update
  • Page 1: In the Important section: Replaced email address with "DECReview@uct.ac.za" email address.
  • Page 1: In the Submission Details section: Changed first field label from “Date of submission to DEC” to “Date of notification of DEC decision”.
15.05.2019 ACA44a Update
  • Page 1: Added "Psychological" to the title. 
  • Page 1: In the IMPORTANT section: 
    • Bullet points 1 and 2: Added "/psychological" after "medical" and removed the word "medical" where applicable. 
    • Bullet point 7: Replaced this point with: "Read the Student Wellness Services supplementary information (ACA44aHLP)" linking to the revised Student Wellness Services (SWS) help document.
  • Page 1: SECTION A: Removed A.7. Student's UCT email address. 
  • Page 1: SECTION B: B1.1. : Replaced with "The role the health professional is to provide clinic-based therapeutic services and the health professional does not have any influence in the decisions of the Deferred Examination Committee."
  • Page 2: SECTION C
    • Added "PSYCHOLOGICAL" to the section heading. 
    • Removed Detailed description/explanation field. 
    • Added Indicate any family relationship to student field.
    • Added HPCSA Reg. Number field. 
15.05.2019 ACA44 Update
  • Page 1: In section C. Acknowledgement Checklist: Changed check point 5 to: 5. ACA44a: Confidential Medical/Psychological Report
15.05.2019 BAS11 help Update
  • On the UCT Administrative Forms page, in the BAS section, in the Help Document / Movie column: Updated the link to the Maintenance FAQ page which had moved. 
10.05.2019 ACA40 Update
  • Page 1: Updated the year to the current year "2019".
10.05.2019 DDB11 Update
  • Page 1: In Note section, changed last bullet point to: Both sections of the form must be completed. 
  • Page 1: Personal details area, changed field name of the fifth row to "Total number of pages of the PDF file of your thesis."
  • Page 1: Changed wording in sub-headings from "Part" to "Section".  
  • Page 1: In Section A: Declaration: In b) i and ii, removed one the blank row in each. 
06.05.2019 FM033 Update
  • Page 1: Section B. Breakdown of expenditure
    • Mileage rate effective date changed to 1 March 2019. 
    • S&T: max daily rate allowed increased to R435 for meals & incidentals, and increased to R134 for incidentals only with effective date changed to 1 March 2019. 
06.05.2019 R&I18 Update
  • Page 1: Updated deadline and outcome dates.
  • Page 1: Note: Added note:  "Please be aware the funds will only be available in January/February 2020 for the purchase of the equipment."
24.04.2019 ACA38 Update
  • In Notes section: Bullet point: Replaced third bullet point with: “See 2.7 in Fees handbook 12 for fee rebates."
  • In Notes section: Bullet point: Added "absence" to fifth bullet point. 
  • In Rules relating to attendance and leave of absence section: Removed the table listing rules G16.3 to G16.8.
  • In Declaration by the student section:
    • Converted this to a checklist table including acknowledgements for each point.
    • Added the point: "I have read and understand the rule on leave of absence"
  • Removed "Dean" from the Signature field.
24.04.2019 ACA37 Update
  • In Notes section: Bullet point: Replaced third bullet point with: “See 2.7 in Fees handbook 12 for fee rebates."
  • In Notes section: Bullet point: Added "absence" to fifth bullet point. 
  • In Rules relating to attendance and leave of absence section: Removed the table listing rules G16.3 to G16.8.
  • In Declaration by the student section: 
    • Converted this to a checklist table including acknowledgements for each point.
    • Added the point: "I have read and understand the rule on leave of absence"
  • Added the new Review by curriculum advisor section below the Declaration by the student section and moved the curriculum advisor check fields into it.
  • Removed "Dean" from the Signature field.
24.04.2019 Nedbank application form Update
  • The updated Nedbank application form has been uploaded. As a reminder, this must be completed and sent off with the MM003 form.
17.04.2019 ACA44 Update
  • In Section A: Removed Email field. 
  • In section B: Added section: Do you have a DP?
  • Included requirement to complete the new ACA44b form if the course has no DP.
  • Accommodate the changes to ACA44a and ACA44b below. 
17.04.2019 ACA44a Update
  • Incorporated sections A and B from old ACA44b which has been retired and replaced (see below)
  • Other changes to reflect Student Wellness Service aspects in the form.
17.04.2019 ACA44b Replace
  • New form: ACA44b – Course without DP requirements
  • Replaced form: ACA44b: Supplementary Information for Application for the Deferred Examination which is incorporated in ACA44a – Confidential Medical Report
10.04.2019 DSA-SWS-ADM009 New
  • Form title: Registration form: Medical Services
  • When to use the form: When UCT students wish to access medical services at SWS. This form is completed by UCT students using the SWS online booking system for the first time or when details need to be updated on the SWS system.
03.04.2019 BAS06 Removed
  • The New third party system user administrator application was removed as, with the implementation of the new Third Party System on 25 March 2019, all UCT staff members automatically have access either as a requester (staff member) and/or authorizer (line manager).
  • For more information see: online help and video: Third Party System orientation.
03.04.2019 BAS09 Removed
  • The Change of Third Party System user details or organisational unit form was removed as, with the implementation of the new Third Party System on 25 March 2019, since this system is integrated with authoritative data, UCT staff members' user details or org unit will automatically be updated if any changes are made to their details and org unit. 
  • For more information see: online help and video: Third Party System orientation.
03.04.2019 INS03 Update
  • Page 1: Note section, under Assets (Other): Increased the amounts for damage/theft and high risk portable devices and equipment by R500.
27.03.2019 PG014 Update
  • Page 1: Bullet point: First bullet point added to instruct users to indicate appropriate Fellowship categories
  • Page 1: Bullet point: Note added for CIDRI-AFRICA fellowships holders only.
  • Page 1: Check boxes: Check boxes added to indicate Fellowship categories.
  • Page 1: Section 3: New section added To be completed by UCT CIDRI-AFRICA Fellowship holders only.
  • Page 1: Section numbering: All sections subsequent to section 3 renumbered accordingly.
27.03.2019 PG015 Update
  • Page 1: Section 4:  Principal Investigator/Fund Holder information updated from 2018 to 2019.
14.03.2019 TA03 Update
  • Page 1: Office Hours: Times amended from Monday – Friday: 08h30 to 15h30 to Monday to Thursday 08h30 to 15h30; Fridays 08h30 to 15h00.
08.03.2019 MM026 Update
  • Page 2: Approval section: New approval section added for >R5 million and <= R20 million.
06.03.2019 HR120 Update
  • Page 2: Claim details: Rand values for marking undergraduate and post graduate essays / projects / reports updated.
  • Page 3: When do I complete this form?: Rand values for undergraduate and post graduate marking updated.
06.03.2019 HR121 Update
  • Page 2: Claim details: Rand values for marking Master's Research Dissertations updated.
  • Page 3: When do I complete this form?: Rand values for marking Master's Research Dissertations updated.
01.03.2019 FM049 Update
  • Page 1: Note section: Reference to current year updated.
  • Page 1: Note Section: Allowed maximum daily travel rate increased from R128 to R134.
  • Page 1: Note Section: Allowed daily maximum daily incidental costs increased from R416 to R435.
01.03.2019 FM032 Update
  • Page 1: Section B: Allowed maximum daily travel rate increased from R128 to R134.
  • Page 1: Section B: Allowed daily maximum daily incidental costs increased from R416 to R435.
21.02.2019 FHS021 Update
  • Page 6: Section 7.3.1: URL reference to SOP updated.
  • Page 7: Section 7.11: URL reference to SOP updated.
  • Page 7: Section 9: URL reference to SOP updated.
  • Page 10: Submission Details: Submission details for electronic copies updated.
21.02.2019 FHS006hlp Update
  • Page 3: Submission Details: Submission email address updated.
21.02.2019 FHS006 Update
  • Page 3: Ethics Review Levy: Cost for Major Amendments updated.
21.02.2019 FHS013hlp Update
  • Page 1: Submission Details: Telephone number updated.
  • Page 1: Submission Details: Administrator contact details updated.
  • Page 1: Submission Details: Submission details for electronic copies updated.
21.02.2019 FHS015hlp Update
  • Page 1: Introduction: Reference Declaration of Helsinki updated from 2008 to 2013.
  • Page 8: Introduction: Reference Declaration of Helsinki updated from 2008 to 2013.
21.02.2019 FHS016 Update
  • Page 2: Section 1.3: Amount for Annual Approval for full committee review updated.
21.02.2019 FHS016 Update
  • Page 2: Section 1.3: Amount for Annual Approval for full committee review updated.
12.02.2019 HR213 New

Title: Family funeral cover “Opt Out” for UCTRF members
When to use: When a UCTRF member wishes to opt out of the Family Cover benefit.

11.02.2019 R&I31 Update
  • Page 1: Form title: Form title changed to include "meritorious creative works prize".
  • Page 1: Information section: Reference to current year updated throughout form.
  • Page 1: Information purpose section: Reference to staff members replaced by current employees.
  • Page 1: Value Information section: New section added outlining current monetary value of the award.
  • Page 1: Eligibility criteria Information section: Reference to staff members replaced by reference to current employees or eligible staff.
  • Page 1: Nomination Process Information section: Reference to staff members replaced by reference to current employees or eligible staff.
  • Page 1: Submission Requirements Information section: Submission deadline date updated for current year.
  • Page 2: Details of Nominated Work: Reference to work of art replaced with reference to creative work throughout form.
  • Page 2: Details of Nominee section: Section renamed from Details of Author to Details of Nominee.
  • Page 2: Details of Nominee section: Reference to author replaced with reference to nominee throughout form.
  • Page 2: Details of Nominator section: Reference to author replaced with reference to nominee.
31.01.2019 ACA52 New

Title: Change of results form
When to use: When (i) an individual mark is submitted; or (ii) a final mark, already uploaded on system, changes.

30.01.2019 HR169 Update
  • Page 1: Notes section: Third bullet point: Added "clearly outlining the nominee’s contribution to the work of UCT".
  • Page 1: Appointment Details section: 
    • Removed Appointment category fields. 
    • Added to Proposed appointment dates field: "(preferably 5-years unless specific reasons are provided for a lesser period)"
    • Edited For re-appointments field
    • Edited Details for letter of offer field.
30.01.2019 R&I09 Removed
  • Removed form and replaced it with text: "This form has been removed. Please apply online via eRA (http://eraonline.uct.ac.za/converis/portal?lang=en_GB) Note: From January 2019 all applications for the URC Page Costs and the Open Access Fund (article processing charges) must be submitted to Research Office via UCT’s Research Portal on the Research Administration (eRA) system."
28.01.2019 R&I24 Update
  • Page 1: Updated application deadline and committee meeting dates.
  • Page 1: Purpose section: Increased maximum funding per application to R30 000.00. 
25.01.2019 PG015 Update
  • Page 1: First Installment section: Two funding processing options added with associated note.
25.01.2019 ACA09 Update
  • Page 2: Updated dates to reflect 2019 deadline dates and checked and updated links to 2019 content, as required. 
23.01.2019 CMD01 Update
  • Page 1: Instructions section: Updated CMD contact details.
  • Page 1: A. Details of proposed conference section: Updated contact details in parts 5, 6 and 11.
22.01.2019 TA02 Update
  • Page 1: Instructions section: Edited Traffic Office hours: "Monday to Thursday: 08h30 – 15h30. Friday: 08h30 – 15h00. Added "Phone: (021) 650 3312/3"
22.01.2019 TA01 Update
  • Page 1: Instructions section: Edited Traffic Office hours: "Monday to Thursday: 08h30 – 15h30. Friday: 08h30 – 15h00." 
22.01.2019 ACA51 Update
21.01.2019 ACA50 Update
  • Page 1: Personal Details section: Added "Acknowledgement: I the undersigned acknowledge that: 
    • the review focuses on the decision of the RAC, and it is not a second appeal.
    • the reviewer will inform me of the RAC decision, and 
    • I may not continue to engage with the reviewer once the RAC ruling has been made.”
21.01.2019 ACA51 New
  • ACA51 - Motivation for late acceptance of an RAC appeal
21.01.2019 R&I13 Update
  • Page 1: Section One: Application deadline, committee meeting and outcome dates updated from 2018 to 2019 for round one and round two. Some heading edits. 
  • Page 2-5: Section One: Minor heading, note and field updates. 
  • Page 4: Section One: 6. Costs of visit:  Subsistence rate per day changed from R855 to R945.
21.01.2019 R&I35 Update
  • Page 1: Information section: Deadline dates updated from 2018 to 2019.
17.01.2019 ACA50 Update
  • Page 1: Personal Details section: Added Faculty field and Degree/qualification field.
17.01.2019 PG025 Update
  • Form revised for 2019 purposes.
17.01.2019 PG024 Update
  • Form revised for 2019 purposes.
09.01.2019 R&I33 Update
  • Page 1: Information section: Deadline dates updated from 2018 to 2019.
  • Page 1: Information section: Outcome date updated from 2018 to 2019.
  • Page 1: Information section: Research Office updated to ACC as advisor of outcomes.
  • Page 1: Information section: Minimum valule updated from R20 000 to R50 000.
  • Page 1: Information section: INformation relating to preparation and submission of applications updated.
  • Page 2: Detailed Budget: Note updated to includee reference to "onr or more of the following".
  • Page 5: Dean Recommendation: Note updated to refer to Chair of the Faculty IT/Computing Committee.
07.01.2019 ACA50 Update
  •  * Title and information wording revised for 2019 purposes.

2018

Date Form name Change Description of change / Details of new form
15.12.2018 PG023 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
15.12.2018 PG016 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
15.12.2018 PG015 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
15.12.2018 PG014 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
13.12.2018 FHS003 Update
  • Page 15: Non- scheduled substances to be administered section: Spelling of "substances" corrected.
12.12.2018 ACA42 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
12.12.2018 PG026 Update
  • Page 1: Section 1: Principle Investigator added to signature field label.
12.12.2018 PG022 Update
  • Page 1: Note section: Point 6 updated to include reference to the recipient.
  • Page 1: Section 1: Surname added to Name field label.
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
12.12.2018 PG021 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
12.12.2018 PG018 Update
  • Page 1: Fund holder details section: Administrators Name and Surname field added.
  • Page 1: Fund holder details section: Tel field added.
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
12.12.2018 PG002 Update
  • Page 1: All references to 2018 updated to 2019 consistently throughout form.
12.12.2018 PG001 Update
  • Page 1: Section 3: New fields added "Programme" and "NRF Grant Number".
  • Page 1: Section3: Note added: "Due to frequent delays by the NRF with approving nominations, the PGFO provides Grantholders with two options to choose from, for when the NRF bursary should be processed to the student Fee Account. Please select an option:"
  • Page 1: Section 3: Option 1 and option 2 added with associated explanation.
11.12.2018 ACA47a New

Title: Memorandum of Understanding (MOU).
When to use: This MOU should be completed by postgraduate students and their supervisor(s) when the student registers for the first time foreither their Master's or Doctoral degrees. This document lays out the expectations of both supervisor and student, and is designed to ensure the supervision experience is mutually productive.

11.12.2018 ACA47b New

Title: Abridged Memorandum of Understanding (MOU).
When to use: The abridged MOU should be completed by postgraduate students registering for the first time for either their Master's or Doctoral degree if they have not yet finalised their research topic. These students should complete the full MOU (ACA47a) within 6 months of registration, once their research proposal has been finalised.

11.12.2018 ACA48 New

Title: Progress And Planned Activity Report (PPA).
When to use: This PPA must be completed for each subsequent year as a precondition for registration. The purpose of this annual PPA is to report on progress made in the past year, and to update any agreements in the MOU that may require revision.

11.12.2018 HR202 Update
  • Page 1: Advertising section: “position description attached” field changed to “signed position description attached”.
11.12.2018 HR191 Update
  • Page 3: Agree By section: Field added for Dean / ED name, signature, contact no. and date.
  • Page 3: Agree By section: Field added for HR Practitioner name, signature, contact no. and date.
05.12.2018 R&I18 Update
  • Page 1: Information section: Deadline call dates updated.
  • Page 1: Information section: Outcome dates updated.
  • Page 1: Information section: Category 1 wording amended to include "from a source".
  • Page 1: Information section: Category 2 wording amended to include "from a source".
  • Page 2: Budget for Category 1 application: Fields pre-populated with "N/A".
  • Page 2: Budget for Category 2 application: NRF removed as an example to Name of external funding foundation or trust field.
  • Page 2: Budget for Category 2 application: Reference to (D-E) removed from amount applied for from UEC field.
  • Page 2: Budget for Category 2 application: Questions 4 reworded to "How will the purchase of this equipment advance the strategic goals of the UCT particularly with respect to transformation, excellence and sustainability. (max 10 lines)."
30.11.2018 ACA50 New

Title: Review of Readmissions Appeal Committee Decision.
When to use: When requesting a review of the Readmissions Appeal Committee decision to decline an application.

29.11.2018 HR100a Update
  • Page 1: Form Title: For department use changed to faculty & department use.
  • Page 1: Before you begin section: Second bullet point reference to departments updated to include faculties and departments.
29.11.2018 HR100b Update
  • Page 1: Form Title: For department use changed to faculty and department use.
  • Page 2: When do I complete this form section: Reference to departments updated to include faculties and departments.
22.11.2018 HR151 Update
  • Form reviewed and revised incorporating HR155.
09.11.2018 DDB07 Update
  • Page 2: External Examiners section: New field added (Web links to the academic profile).
  • Page 2: External Examiners section: Physical Address field changed to Physical/Courier Address with associated explanantory text updated to read "only required if examiner requested a bound copy of the thesis".
  • Page 2: External Examiners section: Fax number field removed.
  • Page 2: External Examiners section: Telephone No field updated to include Mobile Number (with all codes).
  • Page 4: Acknowldgement and approval section: Acting Chair:DDB field completed with appropriate name.
08.11.2018 HR157 Update
  • Page 1: Section 6 Deferred Retirement: Wording changed of bracketed text alongside heading from “If deferring UCTRF retirement, please skip section 7 and proceed to section 8” to “If selecting deferred retirement: choose 6.1 OR 6.2, skip section 7 and proceed to section 8”
  • Page 1: Section 6 Deferred Retirement: Note moved about housing loans to top of section 6 as it applies to both 6.1 and 6.2.
  •  Page 1: Section 6 Deferred Retirement: Deferred pensioner option indictaed as 6.1 and new option 6.2. for transfer to a retirement annuity added.
  • Page 2: Required attachments section: Third bullet added covering the signed proposal attachment if transferring to a retirement annuity.
  • Page 3: What documents do I need to attach? section: Third bullet added covering the signed proposal attachment if transferring to a retirement annuity.
01.11.2018 ACA44b Update
  • Page 1: Section C: Reason for application field removed and subsections renumbered accordingly.
  • Page 1: Section C: New field added indicating start and end dates that student is booked off.
16.10.2018 ACA23 Update
  • Page 1: Student's details section: New field added "Is this a jointly awarded or co-badged degree ?" with associated explanatory footnote at foot of page.
  • Page 5: Grievance Procedures and Communication Channel Section: New section added.
16.10.2018 ACA24 Update
  • Page 1: Student's details section: New field added "Is this a jointly awarded or co-badged degree ?" with associated explanatory footnote at foot of page.
  • Page 5: Grievance Procedures and Communication Channel Section: New section added.
16.10.2018 HR164 Update
  • Page 2: How is a union representative appointed? section: Table of union representatives replaced with shared email address.
02.10.2018 ACA49 New

Title: Review of Deferred Exam Committee Decision not to grant a deferred exam.
When to use: When requesting a review of the Deferred Exam Committee’s decision not to grant a deferred exam.

01.10.2018 HR193 Update
  • Page 1: Notes section: Submission date changed to Friday 30 November 2018.
  • Page 2: When do I submit this form? section: Submission date changed to Friday 30 November 2018.
  • Page 2: When will I receive feedback on the success of this application? section: Committee meeting date updated to February 2019 and application outcome date updated to end March 2019.
01.10.2018 HR164 Update
  • Page 1: Membership section: Line added for a Union representative to Other Members and Alternate Other Members.
  • Page 2: How is a union representative appointed? section: New section added.
01.10.2018 HR101 Update
  • Page 1: Additional personal details section: Question removed about South African citizenship acquired on or before 26 April 1994.
  • Page 2: Employment equity details section: New field added “If a South African citizen but NOT by birth, date of naturalisation".
25.09.2018 ACA44 Update
  • Page 1: Important section: Additional bullet point added: "All applications to be submitted using Peoplesoft service requests".
  • Page 1: Important section: Bullet points 3, 4 and 5 removed.
  • Page 1: Acknowledgement Checklist: Point 1: Reference to “2018” removed.
  • Page 1:Acknowledgement Checklist: Point 5: Additional wording added: “I note that providing a medical report does not guarantee the approval of my application”.
  • Page 1: Acknowledgement Checklist: Point 9: Additional wording “and accept” added to existing text.
  • Page 1: Acknowledgement Checklist: Point 10: New point added: “I understand and accept that if I am not granted a deferral and miss the exam, the final result will be “AB”.
  • Page 1: Acknowledgement Checklist: Point 11: New point added: “Please submit this application as a single .pdf document, together with all required supporting documentation, as a Peoplesoft service request.”
    .
25.09.2018 ACA44b Update
  • Page 1: Section C: Other reason removed from reasons for application.
  • Page 1: Section C: Administrator , SWS Name / Signature / Date field removed.
18.09.2018 LAW02 Update
  • Page 1: Notes section: Deputy Dean Undergraduate Studies name updated.
  • Page 1: Notes section: Deputy Dean Postgraduate Studies name updated.
  • Page 2: Requirements section: Deputy Dean Undergraduate Studies name updated.
  • Page 2: Requirements section: Deputy Dean Postgraduate Studies name updated.
18.09.2018 LAW03 Update
  • Page 1: Notes section: Deputy Dean Undergraduate Studies name updated.
  • Page 2: Requirements section: Deputy Dean Undergraduate Studies name updated.
07.09.2018 HR203 Update
  • Page 1: Candidate and appointment information section: Yes/No columns redesigned.
  • Page 1: Candidate and appointment information section: N/A option added for the first question.
  • Page 1: Candidate and appointment information section: Field for date the position was advertised removed from third question.
  • Page 1: Candidate and appointment information section: Additional question about reasons for not appointing a staff member from the redeployment list, added to last question in Yes/No table.
  • Page 2: Checklist: Original checklist redesigned and split into Checklist (completed by Head of Department) and HR Practitioner checklist and sign-off sections.
  • Page 2:HR Practitioner checklist and sign-off section: HR Practitioner signature line moved from Delegated authorities section to just below new HR Practitioner checklist and sign-off section.
23.08.2018 DDB06 Update
  • Page 1: Signature section: Signature column renamed Print Name.
  • Page 1: Signature section: Print Name column renamed Signature.
  • Page 1: Signature section: Approved by DDB Chair field renamed Approved by Acting DDB Chair.
  • Page 1: Signature section: Professor M Kyobe name entered by default into the Approved by Acting DDB Chair Print Name field.
22.08.2018 LAW06 New

Title: Application for Printing Credits
When to use: When a student wishes to apply for printing credits within the Law Faculty.

22.08.2018 MM003 Update
  • Page 3: Nedbank application form section: First bullet, reference to completion of sections 2.7 changed to 2.6.
21.08.2018 AS004 Update
  • Page 1: Section 2.4: Section instructions updated to to include reference to the "completed SD Receipt Requisition form".
  • Page 1: Section 2.4: Customer no. field updated with 18888.
20.08.2018 PG025 Reinstated

Title: University of Cape Town (UCT) Staff Master's Bursaries
When to use: When applying for a staff Master's bursary.

20.08.2018 PG024 Update
  • Page 1: Heading: Closing date for submission extended to August 2018.
  • Page 1: Application Procedure: Closing date for submission extended to August 2018.
  • Page 2: Final notes: Closing date for submission extended to August 2018.
20.08.2018 MM010 Update
  • Page 1: Information section: reference to about R100 000 removed.
  • Page 1: Note: Wording amended to PO number and INVOICE are required for payment.
  • Page 1: Back-up purchasing services: wording amended to indicate email address for submission of form.
  • Page 1: Section A note: Reworded to indicate that purchasers are required to make use of the Preferred Vendor List when requesting an order.
  • Page 1: Section B: Item details field wording amended to Invoice/ Quotation number short description of the item purchased (40 characters).
  • Page 1: Section B: Supplier details field removed.
  • Page 1: Section B: Maximum price OR Quoted price (excl. VAT) field changed to Net amount (excl. VAT).
  • Page 1: Section B: GL account number number field added.
  • Page 1: Section B: GL account number number field divided into four cells.
13.08.2018 FM032 Update
  • Page 1: Section A. Department Details: Checkbox for leave form wording updated from "Copy of approved, signed leave form attached" to "Copy of approved leave attached".
13.08.2018 SAP03 Update
  • Page 1: Instructions section: Point 3 URL link to SAP training updated to http://www.icts.uct.ac.za/SAP-training.
  • Page 1: Table of forms: URL link updated to point to Service Now request.
  • Page 2: Approval and Processing section: Manager - Accounts Payable updated to Pascal Jonathan.
13.08.2018 HR210 Update
  • Page 2: Section 2. Performance rating for the last performance cycle: Meeting column, in the Performance Category Definitions table, wording changed at the end of the first and third bullets from “and / or occasionally exceeds them” to “and / or occasionally doing more”.
06.08.2018 PG024 Reinstated

Title: University of Cape Town (UCT) Staff PhD Bursaries
When to use: When applying for a staff PhD bursary.

03.08.2018 R&I24 Update
  • Page 2: Section 2: Instructional wording changed to " Your proposal must be concise (not exceeding five pages) and understandable to a non-expert".
  • Page 4: Section 5: Wording changed from (if he/she is not the applicant) to (or Dean, if the applicant is HoD).
  • Page 4: Section 6: Second bullet point amended to: "Detailed research proposal, including expected significance of the research, which must be concise (not exceeding five pages) and understandable to a non-expert".
02.08.2018 R&I24 Update
  • Page 1: Application submission deadline date: Deadline date for second round of applications changed to 10 September 2018.
  • Page 1: Purpose paragraph: Additional sentence added: "Priority will be given to junior / early career researchers."
  • Page 2: Section 2 Short research visits abroad : Additional sentence added to brief motivation for research visit: "Your proposal must be concise (preferably not exceeding five pages) and understandable to a non-expert."
  • Page 4: Section 6 Application checklist: Second bullet point amended to:"Detailed research proposal, including expected significance of the research, which must be concise (preferably not exceeding five pages) and understandable to a non-expert."
31.07.2018 AS001 Update
  • Page 1: Notes section: First bullet point wording in split into three sentences.
  • Page 1: Notes section: Third bullet point submission instructions added from the end of the form.
  • Page 1: Section 3: Purchased from Preferred vendor Y/N field added.
  • Page 1: Section 3: Purchased via ICTS Acquisitions Y/N field added.
  • Page 1: Section 3: AUTHORISATIONS IN TERMS OF DELEGATED AUTHORITIES heading added above sub-section 3.1.
  • Page 1: Section 3: ADDITIONAL FUNCTIONAL AUTHORISATIONS (if not purchased via ICTS Acquisitions) heading added above sub-section 3.4.
30.07.2018 HR210 Update
  • Page 2: Section 2. Performance rating for the last performance cycle: New note added below Line manager rating field, listing the attachments needed for exceeds and not meeting ratings.
26.07.2018 R&I24 Update
  • Page 1: Application submission deadline date: Deadline date for second round of applications changed from 25 August 2018 to 3 September 2018.
25.07.2018 MM014 Update
  • Page 1: Section B. credit limit changes: Nedbank Helpdesk contact number updated.
  • Page 1: Section C. Opening the ccard for foreign travel: Nedbank Helpdesk email address changed to rfservicing@Nedbank.co.za.
  • Page 1: Section D. Using the P Card for S&T type expenses: Second information paragraph wording revised.
  • Page 1: Section D. Using the P Card for S&T type expenses: Checkbox changed to Y/N checboxes for question "I require a cash facility and I am not drawing an S&T allowance/advance".
23.07.2018 HR100a Update
  • Page 2: Additional information section: UCT finances question moved down one line.
  • Page 2: Additional information section: Qualification verification and criminal checks question layout reformatted to fit across the page.
  • Page 2: Additional information section: New pre-employment medical question added to the right of the UCT finances question.
23.07.2018 HR100c Update
  • Page 1: Recruitment advisor block: Block widened and formatting changed from 3 lines to 2 lines to create space.
  • Page 1: Notes section: Third bullet point deleted "The form comprises a section titled ‘Recommendation’ and a section titled ‘Appointment’." to create space.
  • Page 1: Details of recommended candidate section: UCT finances question moved further to the left to create space.
  • Page 1: Details of recommended candidate section: New pre-employment medical question added to the right of the UCT finances question.
  • Page 1: Details of recommended candidate section: Reference to “(tick)” instruction removed to save space in the final question relating to the Emerging Researcher Programme.
23.07.2018 HR192 Update
  • Page 1: Application details section: Line added for "Re-evaluation: current position before recruitment" reason for application.
  • Page 5: When do I submit this form? section: New bullet point added for "When a current position is vacant, before recruitment, where the position had changed."
  • Page 5: What sections of the form do I complete? section: New line added for "Re-evaluation: current position before recruitment."
29.06.2018 HR101 Update
  • Page 2: Disability declaration section: “Disability Unit” changed to “Disability Service”.
  • Page 2: Disability declaration section: Contact details changed from Reinette Popplestone to Edwina Ghall.
  • Page 2: Emergency contact details section: Relationship field added.
  • Page 2: Personal contact details section: Section moved further down the page to separate it from the Emergency contact details section.
  • Page 2: Personal contact details section: "Cellphone number" field changed to "Own cellphone number".
  • Page 2: Personal contact details section: "Private email address" field changed to "Own private email address".
29.06.2018 HR101 Update
  • Page 2: Disability declaration section: “Disability Unit” changed to “Disability Service”.
  • Page 2: Disability declaration section: Contact details changed from Reinette Popplestone to Edwina Ghall.
  • Page 2: Emergency contact details section: Relationship field added.
  • Page 2: Personal contact details section: Section moved further down the page to separate it from the Emergency contact details section.
  • Page 2: Personal contact details section: "Cellphone number" field changed to "Own cellphone number".
  • Page 2: Personal contact details section: "Private email address" field changed to "Own private email address".
22.06.2018 ACA47 New

Title: Memorandum of Understanding (MOU)
When to use: To be completed by the postgraduate student and supervisor for the first year of registration for a Master’s and Doctoral degree.

22.06.2018 ACA48 New

Title: Progress And Planned Activity Report (PPA)
When to use: To be completed by the returning postgraduate student and supervisor for the subsequent year of registration for a Master’s and Doctoral degree.

18.06.2018 HR145 Update
  • Page 1: Notes section: Contact person for exit interview, referenced in fourth bullet point, changed from Lucina Reddy to Glenda Kayster.
18.06.2018 HR168 Update
  • Page 1: Notes section: Employment Equity Specialists, referenced in second bullet, changed from Lucina Reddy to Glenda Kayster and Ursula Fisher.
  • Page 4: Where do I send this form? section: Employment Equity Specialists, referenced in second paragraph, changed from Lucina Reddy to Glenda Kayster and Ursula Fisher with updated associated email addresses.
  • Page 4: Queries? section: Employment Equity Specialists referenced changed from Lucina Reddy to Glenda Kayster and Ursula Fisher.
13.06.2018 MM003 Update
  • Page 1: Instructions: URL updated to point to latest file in second bullet point.
  • Page 1: Instructions: Room number updated to Room 2.19 in second bullet point.
  • Page 2: To be completed by HOD section: Reference to UCT Purchasing Card Policy changed to UCT Procurement Card Policy.
  • Page 2: To be completed by Line Manager for the cardholder section: Reference to UCT Purchasing Card Policy changed to UCT Procurement Card Policy.
  • Page 2: To be completed by the Area /Faculty Finance Manager section: Reference to UCT Purchasing Card Policy changed to UCT Procurement Card Policy.
  • Page 3: About the UCT Purchasing Card section: Typical Purchasing Card transactions heading changed to Typical PCard transactions.
  • Page 3: About the UCT Purchasing Card section: Authorisations heading changed to UCT Authorisations.
  • Page 3: About the UCT Purchasing Card section: Nedbank application form first bullet point changed to reference section 2.7 and 9.1 as applicable sections to complete.
  • Page 3: About the UCT Purchasing Card section: Bank charges associated with the Pcard first bullet point annual card fee updated to R220 at present.
  • Page 3: About the UCT Purchasing Card section: Replacement card fee when card is lost/stolen/replaced updated to R175 and it is subject to change annually.
  • Page 3: About the UCT Purchasing Card section: Bank charges associated with the Pcard final note references 2018 bank rates) which is subject to change.
12.06.2018 HR201 Update
  • Page1: Form title: Changed from "Application form for Staff Vacancies" to "Staff vacancies application form".
12.06.2018 HR100a Update
  • Page 3: Attachments section: Reference to HR201 (Staff vacancies application form), in the T2 or permanent cateagory, updated to reflect new HR201 form title.
12.06.2018 HR100c Update
  • Page 3: What other documents do I need to submit? section: Reference to "Candidate’s HR201 Staff vacancies application form" updated to reflect new HR201 form title.
08.06.2018 HR193 Update
  • All pages: Dates changed throughout form from “2017 – 2018” to “2018 – 2019”.
  • Page 1: First paragraph: “these three categories only” changed to “these four categories only”.
  • Page 1: Section D: New section added for formal learnerships.
  • Page 1: Notes section: 2017 submission date changed to Tuesday 31 July 2018.
  • Page 1: Details of staff development initiative or project section: New line (and reference) to sectiton D: formal learnerships added.
  • Page 5: When do I complete this form? section: Section D for formal learnerships added.
  • Page 5: When do I submit this form? section: 2017 submission date changed to Tuesday 31 July 2018.
  • Page 5: When will I receive feedback on the success of this application? section: Committee meeting date changed to August 2018 and outcome date to September 2018.
  • Page 6: What are the criteria on which this application will be assessed? section: Point 4 added to cover formal learnerships (with subsequent points renumbered accordingly).
  • Page 8: SDC (Servicing Officer) swimlane: Second box updated to reference invitation being sent out through HR Client Services team.
28.05.2018 FHS005 Update
  • Page1: Note section: Address details updated.
  • Page1: Note section:Telephone number updated.
  • Page1: Note section: Email address updated.
28.05.2018 FHS004 Update
  • Page1: Note section: Address details updated.
  • Page1: Note section:Telephone number updated.
  • Page1: Note section: Email address updated.
28.05.2018 FHS003 Update
  • Page 1: Submission details section: COntact name updated.
  • Page 1: Submission details section: Address details updated.
  • Page 1: Submission details section:Telephone number updated.
  • Page 1: Submission details section: Email address updated.
  • Page 4: Section 9 Research Participants: Uppercase changed to lowercase in "Duties/Procedures to Be Performed on The Animal".
  • Page 7: Section 19 Overview of experimental design: "?" removed from Day 30: Endpoint.
  • Page 8: Section 20 Details of experimental procedures: Reference to implants removed form third bullet point.
  • Page 8: Section 21 Animal wellbeing: "eg" replaced with "e.g".
  • Page 11: Secion 23 Animal care: "specific study requirements" changed to "study requirements".
  • Page 13: Section 24.4. Method of Disposal: "Carcass" changed to uppercase.
  • Page 13: Section 24.4. Method of Disposal: "Zip lock" chaged to two words.
  • Page 19: Score 3: Severe discomfort or stress: "eg" replaced with "e.g".
  • Page 23: New Protocol Application section: Email address updated in third bullet point.
23.05.2018 R&I16 Update
  • Page 2: More information section: Research Support Services Cluster renamed Research Support Services.
  • Page 2: Applicant particulars section: Race field added.
  • Page 2: Applicant particulars section: Footnote added "Due to the reporting requirement to indicate demographic distributions, the field for race has been added. Please note that this field will not prejudice your application."
22.05.2018 R&I16 Update
  • Page 1: Dates section: Submission deadline dates updated.
  • Page 1: Dates section: Committee meeting deadline dates updated.
  • Page 1: Dates section: Outcome deadline date updated.
  • Page 2: More information section: Contact email address updated.
18.05.2018 PG026 New

Title: Postdoctoral Research Allowance Transfer form
When to use: Used for NRF PDRF Running Expenses.

16.05.2018 HR145 Update
  • Page 1: SAP, business objects (BOBJ) and purchasing card status section: Second set of questions on right side of section rephrased as instructions to guide the line manager.
  • Page 1: SAP, business objects (BOBJ) and purchasing card status section: “If yes, has termination of SAP access been requested?” changed to “If yes, Line Manager logs Helpdesk call requesting SAP access termination.”
  • Page 1: SAP, business objects (BOBJ) and purchasing card status section: “If yes, has another user recreated all scheduled reports?” changed to “If yes, Line Manager ensures scheduled reports are recreated by another user.”
  • Page 1: SAP, business objects (BOBJ) and purchasing card status section: “If yes, has Purchasing Card Administrator been informed?” changed to “If yes, Line Manager informs Purchasing Card Administrator.”
10.05.2018 SAP09 Update
  • Page 1: Instructions section: Word doc indicated as preferred file type.
  • Page 1: Instructions section: Location of saved file changed to G:\FND > FUG > CMR WORKINGS.
10.05.2018 HR100a Update
  • Page 1: Appointment details section: Wording changed from "If applicable, who is this staff member replacing?" to "If applicable, last person employed in position".
  • Page 1: Appointment details section: Line Manager field added.
10.05.2018 HR100b Update
  • Page 1: Appointment details section: More space created for entries in the Faculty, Department and Division/Unit/Section fields.
  • Page 1: Appointment details section: Design of Position and Conditions of Service fields changed.
  • Page 1: Appointment details section: Line Manager field added.
10.05.2018 HR100c Update
  • Page 1: Details of recommended appointment section: "If applicable, last person employed in position" field added.
  • Page 1: Details of recommended appointment section: Line Manager field added.
10.05.2018 HR102 Update
  • Page 1: Submission date table: Table removed and replaced with new bullet point under Notes section “Submit the form in time to reach HR Administration by the 3rd of the month in which the change takes effect".
  • Page 1: Existing appointment details section: Position Number field moved alongside Position Title field to create space.
  • Page 1: Change details section: Date/s of Change sub-section: Spelling of “applicable” abbreviation changed from "applic." to "appl." in the To field.
  • Page 1: Change details section: Change in Organisation Structure sub-section: New Department and New Division/Unit/Section fields split into individual table rows.
  • Page 1: Change details section: Change in Organisation Structure sub-section: New Line Manager field added.
  • Page 1: Change details section: Full-time Secondment sub-section: Spelling of “applicable” abbreviated as "appl." in New Division/Unit/Section field.
  • Page 1: Change details section: Full-time Secondment sub-section: New Line Manager, New Fund and New Cost Center fields added.
10.05.2018 HR200 Update
  • Page 1: Post Details section: "If applicable, last person employed in position" field added.
  • Page 1: Post Details section: Reason for vacancy field added.
  • Page 1: Post Details section: Academic level/Payclass field moved up a line and to the right.
  • Page 1: Post Details section: Line Manager field added.
  • Page 1: Post Details section: "If PASS position, grading process complete?" field added.
  • Page 1: Post Details section: Funding field changed to Source of funding.
  • Page 1: Post Details section: Funding of post (including Fund and Cost centre fields) added.
  • Page 1: HR Practitioner Checklist section: Section renamed from "HR Office Use" to "HR Practitioner Checklist".
  • Page 1: HR Practitioner Checklist section: HR Requester Name field changed to HR Practitioner Name.
  • Page 1: HR Practitioner Checklist section: Existing checklist items re-worded.
  • Page 1: HR Practitioner Checklist section: Ensured position is on position list field added.
10.05.2018 HR202 Update
  • Page 1: Vacancy section: "If applicable, last person employed in position" field added.
  • Page 1: Vacancy section: Confirm reason for vacancy field changed to Reason for vacancy.
  • Page 2: Process issues section: HR Practitioner: Ensured position is on position list checklist item added.
10.05.2018 ACA44bhlp Update
  • Help document reviewed and revised.
09.05.2018 ACA44b Update
  • Page 1: Form Number: Form renumbered from DE001 to ACA44b.
09.05.2018 ACA44a Update
  • Page 1: Notes section: Fourth bullet point wording changed from "faculty and student number" to "surname and student number".
  • Page 1: Notes section: Sixth bullet point URL link updated to latest version of the General Rules and Policies handbook.
09.05.2018 ACA44 Update
  • Page 1: Notes section: Third bullet point refernce to ACA44b included.
  • Page 1: Notes section: Third bullet point refernce to Psychologist’s letter removed.
  • Page 1: Notes section: Third bullet point refernce to psychological grounds removed.
  • Page 1: Notes section: Fourth bullet point wording changed from "faculty and student number" to "surname and student number".
  • Page 1: Notes section: Sixth bullet point URL link updated to latest version of the General Rules and Policies handbook.
  • Page 1: Student Details section: Email address field removed.
  • Page 1: Student Details section: Faculty drop-down field moved one row lower.
  • Page 1: Acknowledgement Checklist section: Point 2 URL link updated to latest version of the General Rules and Policies handbook.
  • Page 1: Acknowledgement Checklist section: Point 3 URL link updated to latest version of the General Rules and Policies handbook.
  • Page 1: Acknowledgement Checklist section: Point 5 refernce to ACA44b included.
  • Page 1: Acknowledgement Checklist section: Point 5 refernce to psychological grounds removed.
  • Page 1: Acknowledgement Checklist section: Point 7 URL link updated to latest version of the General Rules and Policies handbook.
08.05.2018 HR154 New

Title: Optional reduction of UCTRF death-in-service cover (new members)
When to use: When new UCTRF members choose to reduce their death-in-service cover.

08.05.2018 HR162a New

Title: Selection Committee Chief Operating Officer
When to use: When appointing a selection committee to recruit and fill a vacant Chief Operating Officer post.

08.05.2018 HR162b Update
  • Page 1: Form name: Form renamed from HR162 to HR162b
  • Page 1: File format: Form file format changed from .doc to .docx.
08.05.2018 HR156 Update
  • Page 1: Notes section: Fourth bullet, first sub-bullet wording changed from “Annually on 1 June, without needing to produce evidence of your good health.” to “Annually effective 1 June, without needing to produce evidence of your good health. You will be provided with the necessary forms to change your cover when you receive your annual benefit statement.”.
08.05.2018 HR145 Update
  • Page 1: SAP and Purchasing card status section: Section renamed to “SAP, Business Objects (BOBJ) and purchasing card status”.
  • Page 1: SAP and Purchasing card status section: SAP User field wording changed from “If yes, has SAP access been terminated?” to “If yes, has SAP access been requested to be terminated?”.
  • Page 1: SAP and Purchasing card status section: New row added for BBusiness objects (BOBJ) user.
03.05.2018 SAP01 ServiceNow request

This form is no longer in use. This request can now be completed in ServiceNow: SAP Training Request

03.05.2018 SAP02 ServiceNow request

This form is no longer in use. This request can now be completed in ServiceNow: SAP Training Request

03.05.2018 SAP04 ServiceNow request

This form is no longer in use. This request can now be completed in ServiceNow: SAP Training Request

03.05.2018 FM004 Update
  • Page 1: Information section: Organisational (ORG) unit name changed to Departmental ORG unit name.
  • Page 1: Information section: Existing ORG field removed.
  • Page 1: Information section: New ORG (attach approval) field removed.
  • Page 1: Create a new funds centre section: Superior parent fund center / fund center field removed.
  • Page 1: Create a new funds centre section: Existing departmental ORG code field added.
  • Page 1: Create a new funds centre section: New departmental ORG code (attach approval from Registrar) field added.
  • Page 1: Change an existing funds centre section: Existing Fund Center field updated to Existing Fund Center Code.
30.04.2018 EBE05hlp New

Title: Health and Safety Guidelines for Outdoor / Off-campus Group Activities
When to use: Help document for reference when completing the EBE05a, EBE05b or EBE05c.

30.04.2018 EBE05a New

Title: Basic Risk Assessment for Outdoor / Off-campus Activity
When to use: When a staff member wishes to provide a risk assessment of the of the outdoor / off-campus activity area.

30.04.2018 EBE05b New

Title: Student Information and Consent for Outdoor / Off-campus Activity
When to use: When a student wishes to participate in an outdoor / off-campus activity.

30.04.2018 EBE05c New

Title: Authorisation for Outdoor / Off-campus Activity
When to use: When a staff member in charge of an outdoor / off-campus activity wishes to gain authorisation from the Head of Department prior to the commencement of the activity.

25.04.2018 FM034 Update
  • Page 1: Section B: Note removed relating to new floats.
  • Page 1: Section B: Purchaser Name and Surname new field added.
  • Page 1: Section B: Ext field added.
25.04.2018 HR204 Update
  • Page 1: Final field at bottom of page: Wording in parenthesis added to field label "(Please indicate name of media or website)".
  • Page 2: Three referee names and contact details section: Column added to table "Relationship to you".
  • Page 2: Three referee names and contact details section: Email address field and Contact number field combined into a single column renamed "Contact details (email address & tel no)".
16.04.2018 ACA44a Update
  • Page 1: Important section: Third bullet point added "The consultation must take place before or on the day of the exam".
10.04.2018 ACA44a Update
  • Page 1: Declaration section: Declaration wording revised.
10.04.2018 ACA40 Update
  • Page 3: Procedure section: 1.2 wording revised.
  • Page 3: Procedure section: 1.7 wording revised.
  • Page 4: Procedure section: 4.2 wording revised.
  • Page 5: Case of illness section: 5.1 wording revised.
10.04.2018 ACA39 Update
  • Page 4: Procedure section: 1.2 wording revised.
  • Page 4: Procedure section: 1.7 wording revised.
  • Page 5: Procedure section: 4.2 wording revised.
  • Page 6: Case of illness section: 5.1 wording revised.
10.04.2018 ACA38 Update
  • Page 1: Rules section: Rule G16.4 wording revised.
10.04.2018 ACA37 Update
  • Page 1: Rules section: Rule G16.4 wording revised.
10.04.2018 ACA07 Update
  • Page 1: Section A: Information wording revised.
09.04.2018 LAW02 Update
  • Page 1: Notes section: Deputy Dean Postgraduate Studies: Associate Professor Graham Bradfield added.
  • Page 1: Notes section: PG: LawPGDD@uct.ac.za email address added.
  • Page 1: Faculty Office Use Only section: Approval (Optional) Programme Convenor field added.
  • Page 2: Requirements section: Deputy Dean Postgraduate Studies: Associate Professor Graham Bradfield added.
  • Page 2: Requirements section: PG: LawPGDD@uct.ac.za email address added.
16.03.2018 BAS11 Update
  • Page 1: Email fields: Validation on the email fields revised to allow inclusion of uppercase letters.
14.03.2018 HR145 Update
  • Page 1: Notes section: Third bullet point removed. (“Print page 1 only if you are familiar with the contents of page 2.”).
  • Page 1: Notes section: Fifth bullet point, referencing Vula exit questionnaire, re-worded to accommodate an additional reference to the exit interview conducted by Lucina Reddy (Employment Equity Specialist).
14.03.2018 HR111 Update
  • Page 1: Details section: 'Form completed by' field added.
14.03.2018 HR107 Update
  • Page 1: Details section: 'Form completed by' field added.
14.03.2018 HR106 Update
  • Page 1: Payment Details section: 'Form completed by' field added.
14.03.2018 HR102 Update
  • Page 1: Change Details section: 'Form completed by' field added.
13.03.2018 R&I16 Update
  • Page 2: Information section: Submission information changed from Research Grants Management Cluster to Research Support Services Cluster.
13.03.2018 R&I09 Update
  • Page 1: Information section: Submission information changed from Research Grants Management Cluster to Research Support Services Cluster.
12.03.2018 FHS16 Update
  • Page 4: Summary of Monitoring and Audit Activities: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS15hlp Update
  • Page 3: Drug, Device and Biologics Considerations: Reference to MCC replaced with SAHPRA.
  • Page 4: Drug, Device and Biologics Considerations: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS15 Update
  • Page 7: Appendix Material: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS13hlp Update
  • Page 1: Instructions section: Number of copies of the PI Generated Synopsis & Sponsor’s Synopsis changed from 32 to 10.
  • Page 1: Instructions section: Number of copies of the Consent Forms changed from 32 to 10.
  • Page 1: Instructions section: Additional bullet point added with email submission details.
  • Page 1: Instructions section: Submission note updated with email submission details.
  • Page 2: Category 1 Checklist: Point 9 Reference to MCC replaced with SAHPRA.
  • Page 2: Category 1 Checklist: Point 18 Reference to MCC replaced with SAHPRA.
12.03.2018 FHS13 Update
  • Page 10: Note section: Reference to FHS027 removed.
  • Page 11: CLinical trials section 6.1: Reference to Medicines Control Council (MCC)replaced with South African Health Products Regulatory Authority (SAHPRA).
  • Page 15: Category 1 section: Additional bullet point added indicating email details for Synopsis and consent forms for full committee.
  • Page 15: Category 2 section: Additional email address supplied to first bullet point.
  • Page 16: Category 1 Checklist: Point 9 Reference to MCC replaced with SAHPRA.
  • Page 16: Category 1 Checklist: Point 18 Reference to MCC replaced with SAHPRA.
  • Page 17: Submission details section: Email address supplied for electronic copy of submission.
12.03.2018 FHS09 Update
  • Page 1: Type of submission section: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS08hlp Update
  • Page 1: How to report an internal adverse event section: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS08 Update
  • Page 1: Section 3. Follow-up actions: Reference to MCC replaced with SAHPRA.
12.03.2018 FHS06hlp Update
  • Page 3: Submission details section: Mrs Lamees Emjedi name removed.
12.03.2018 FHS06 Update
  • Page 1: Section 1. Protocol information: hrec-enquiries email address added to field 1.3.
09.03.2018 BAS11 Update
  • Page 1: Email fields: Validation on the email fields revised.
08.03.2018 MM031 New

Title: Purchasing Card Document/s Submission
When to use: When PCard transaction document/s need to be submitted for processing on SAP.

07.03.2018 ACA44 Update
  • Page 1: Section C Acknowledgement Checklist: Reference to specific dates removed and replaced with "Deferred exams are normally written in the new academic year during January unless otherwise advised by the respective department".
07.03.2018 R&I13 Update
  • Page 4: Section 6 Costs: Second bullet point reference to daily rate of R855 per day amended in line with current value displayed in information field 6.2 Subsistence.
06.03.2018 ACA43 Update
  • Page 1: Instructions section: 2nd Semester 2018 dates updated.
  • Page 1: Instructions section: 1st Semester 2019 dates updated.
28.02-2018 FM030, FM032, FM033, FM049 Update
  • Updated forms to reflect S&T rates for 2018.
23.02.2018 NRFfund maintenance - Applying for new NRF funds Update
  • Page 2: List of Contacts: Science Faculty contact details updated.
23.02.2018 NRF fund maintenance - Closing a fund Update
  • Page 2: List of Contacts: Science Faculty contact details updated.
23.02.2018 R&I11 Update
  • Page 1: In instructions section, updated addressee role to "Manager: Research Support Services
  • Page 1: In Applicant Particulars section, added Race field. 
23.02.2018 R&I12 Update
  • Page 1: Updated contact block grant faculty contact details for 2018 for EBE (Madoda Signonyela), GSB (Vedantha Singh), HUM (Simphiwe Ngubane), SCI (Shanaaz Smith).
20.02.2018 DDB07a Update
  • Page 1: Added "Note to examiner:" to the note preceding the section to be completed by examiner.
  • Page 1: To the examiner declaration added:
    • "1. Have you had any contact with the PhD candidate and have you been involved in the research of his/her thesis? If yes, please elaborate."
    • "2. Are you affiliated or associated with UCT in any capacity (including Honorary)? If yes, please elaborate." 
    • Below the question 2 the options: "I have not had any affiliation or association with UCT." and "I have been affiliated or associated with UCT or I am affiliated or associated with UCT in the following capacity:"
19.02.2018 INS02 Update
  • Page 1: PLEASE NOTE section: Changed premium from R30 p/day to R33 p/day.
15.02.2018 HR101 Update
  • Page 1: Additional personal details section: Removed home language as no longer required for capture.
  • Page 2: Address details section: Home telephone number removed from Personal contact details section and added to Address details section.
  • Page 2: Emergency contact details and Personal contact details sections swapped to align with SAP capturing order.
  • Page 2: Emergency contact details section: Layout changed to match layout used in Address details section.
15.02.2018 HR150 Update
  • Page 1: Notes section: Replaced “UCT Retirement Fund” with “University of Cape Town Retirement Fund (UCTRF)”.
  • Page 1: Investment Choice section:
    • Replaced “until the member reaches age 60” with “the beginning of the year in which the member reaches age 60”.
    • Added Portfolio A, B, C and D references to each of the fund names.
    • First paragraph of acknowledgement section: Replaced “your UCT future contributions” with “your future contributions”.
  • Page 2: When do I complete this form? section: 
    • In the first paragraph, replaced “University of Cape Town Retirement Fund” with “UCTRF”.
    • Staff category table: Replaced “Staff on T2 conditions of service” with “Contract staff with a contract of more than 2 years (other than T1 staff)”. Replaced “Staff on T1 conditions of service” with “Staff on T1 conditions of service and other contract staff with contracts of less than 2 years”.
    • Investment choice information: First paragraph, replaced “the Fund” with “UCTRF”. Second paragraph, replaced “one free switch each tax year (1 March to end February)’’ with “one free switch each year (1 July to 30 June)”.
  • Page 2: When do I submit this form? section: Replaced “an employee’s start date” with “your start date”.
15.02.2018 HR151 Update
  • Page 3: Death-in-service lump sum section:
    • Point 2: Replaced “As a Board we need” with “As a Board, we need”.
    • Point 3: Replaced “dependant” with “dependent”.
15.02.2018 HR153 Update
  • Throughout:Replaced “the Fund” and “UCT Retirement Fund” with UCTRF” throughout the form.
  • Page 1: Section B, C and D: Added “(tax free)” to all transfer sections.
  • Page 2: First line: Replaced “If you elected to be a deferred pensioner to preserve your UCTRF retiremement benefit” with “If you elected to preserve your UCTRF retrirement benefit by keeping it in the UCTRF”.
  • Point 5: Added “or you can update your beneficiaries on the Sanlam website” at end of paragraph. 
  • Note: Replaced “no Employer retirement benefits will apply” with “no UCT retirement benefits will apply”
  • Page 3: When do I complete this form? section: First paragraph, changed “the University” to “UCT”.
15.02.2018 HR155 Update
  • Page 2: When do I complete this form? section:
    • Last bullet under note, removed “in consultation with the UCTRF Board”.
  • Page 2: What other forms do I need to complete? section: Replaced “in which case a new UCTRF…” with “in which case your beneficiaries can be updated on the Sanlam website or a new UCTRF…”.
15.02.2018 HR156 Update
  • Page 1: Notes section: Last bullet point, replaced “You may decrease your optional additional death and disability cover at any time with no requirement for evidence of your good health” with “You may decrease your optional additional death and disability cover on 1 June”.
15.02.2018 HR157 Update
  • Page 1: Section 6: Replaced “UCT Retirement Fund” with “UCTRF” and replaced “the Fund” with “the UCTRF” throughout.
15.02.2018 HR158 Update
  • Page 1: Section 3: Replaced “I hereby absolve the Trustees from liability and undertake not to hold the Trustees or the Fund liable or responsible…” with “I hereby absolve the UCTRF Board from liability and undertake not to hold the Board or the UCTRF liable or responsible…”
  • Page 2: Notes section:
    • 2: Replaced “you will be issued with a payment letter, tax certificate and new living annuitant certificate” with “you will be issued with a payment letter and tax certificate”.
    • 4: Replaced “Note that you get one free switch each tax year (1 March to end February)” with “Note that you get one free switch each year (1 July to 30 June)”.
    • 5: Replaced “the Fund” with “the UCTRF”. 
    • 6: Replaced “The Trustees” with “The Board”.
15.02.2018 HR168 Update
  • Page 1: Notes section: second bullet, replaced “Administrative Officer at the Transformation Services Office” with “Employment Equity Specialist (Lucina Reddy)”.
  • Page 4: Where do I send this form? section: Replaced “Transformation Services Administrative Officer (Cheryl Vallay in Room 2.04, Transformation Services Office, The Cottage or via email to cheryl.vallay@uct.ac.za)” with “Employment Equity Specialist, Lucina Reddy via email at lucina.reddy@uct.ac.za”.
    Queries section: Replaced “Transformation Services Administrative Officer (Cheryl Vallay)” with “Employment Equity Specialist (Lucina Reddy)”.
15.02.2018 HR180 Update
  • Page 1: Course details section: Removed Registration Fee row from table. 
  • Page 2:  Applicant declaration of understanding of bursary conditions section: Replaced “A cheque will be issued to the approved institution for me to deliver to the institution” with “Payment will be made directly to the tertiary institution”.
  • Page 3: Administrative Clearance section: Changed bursary amount from R7000 to R8000.
  • Page 4: When do I complete this form? section: First bullet under Note, changed bursary amount from R7000 to R8000.
02.02.2018 TR001 Update
  • Page 1: Office Use Only section: IAPO - SSA field removed.
  • Page 1: Office Use Only section: Fees - Bursary External field removed.
  • Page 1: Payment Details section: IAPO - SSA field removed.
  • Page 1: Payment Details section: Fees - Bursary External field removed.
  • Page 1: Complete form: Format changed from .docx to .pdf.
30.01.2018 R&I24 Update
  • Page 1: Deadline submission: Dates updated to 2018.
  • Page 1: Committee meeting: Dates updated to 2018.
  • Page 1: Outcome dates: Dates updated to 2018.
  • Page 2: Submit application: Research Grants Management Cluster changed to Research Support Services.
  • Page 2: Detail of applicant section: Asian included as a category in Race field.
24.01.2018 ACA42 Update
  • Form layout revised and reformatted to .pdf
24.01.2018 FHS008 Update
  • Page 1: Follow-up actions section: Moved to section 3 from section 4.
  • Page 2: Description of Internal Adverse Event section: Moved to section 4 from section 3 with referenced numbering updated accordingly.
23.01.2018 ACA09 Update
  • Page 2: Important section: Reference to 2018 Fees handbook URL updated.
  • Page 2: Important section: Cancellation of registration URL updated.
  • Page 2: Instructions section: Internal bookmark links updated.
  • Page 2: Deadline dates section: Deadline dates updated for 2018.
  • Page 2: Student Administration Self Service section: Web URL updated.
  • Page 2: Changing a Programme/Specialisation/Major section: Faculty handbooks web URL updated.
  • Page 2: Withdrawal and Addition of courses section: Faculty handbooks web URL updated.
16.01.2018 DDB09 Update
  • Page 1: Note section: Third bullet point added indicating registered students in Engineering and Built Environment, Health Sciences and Science should also complete DDB10.
  • Page 1: Acknowledgement section: New section added with previously listed items now listed as five numbered points.
15.01.2018 HR151 Update
  • Page 1: Your personal details section: New fields added for Email address and Contact number.
  • Page 1: Beneficiaries section: Table redesigned and additional columns added. (e.g. relative’s gender and ID number).
  • Page 2: Section B: “currently” added to first sentence “at the present time” removed.
  • Page 2: Section B: Table redesigned and additional columns added. (e.g. relative’s gender and ID number).
  • Page 2: Section C: Table redesigned and additional columns added. (e.g. relative’s gender and ID number).
  • Page 2: Section C: Sentence at end of Section C updated by changing “UCTRF Fund Administration” to “UCTRF’s Administrators”.
  • Page 3: Recommendations by you to the Trustees section: All references to “Trustees” changed to “Board” throughout document.
  • Page 3: Recommendations by you to the Trustees section: All references to “the Fund” changed to “UCTRF” throughout.
  • Page 3: Recommendations by you to the Trustees section: Point 6c) “on the basis that you will be invited to do so again in a year’s time” removed.
15.01.2018 HR155 Update
  • Page 1: Your personal details section: New fields added for Email address and Contact number.
  • Page 1: Beneficiaries section: Table redesigned and additional columns added. (e.g. gender and ID number).
  • Page 1: All sections: All references to “Trustees” changed to “Board” throughout document.
11.01.2018 LAW01 Update
  • Form revised for 2018 issue.

2017

Date Form name Change Description of change / Details of new form
22.12.2017 PS01 Update
  • Page 1: Note section: First bullet point collated into one point.
  • Page 1: Regulation section: Bullet point relating to monitoring of my data and process sing by UCT updated.
  • Page 1: Regulation section: Bullet point relating to User ID misuse or abuse amended to include the possibility that disciplinary action may follow.
  • Page 2: Section to be completed by line manager: Penalty amount for missed training increased from R350 to R500.
  • Page 1: Courses section: new courses added SWD100.
21.12.2017 ACA43 Update
  • Page 1: Note section: Additional bullet point note added to indicate that incomplete applications will not be accepted.
20.12.2017 NRF - Applying for funds Update
  • Page 2: List of Contacts: GSB contact details updated.
20.12.2017 NRF -
Closing a fund
Update
  • Page 2: List of Contacts: GSB contact details updated.
15.12.2017 PG022 Update
  • Page 1: Note section: Fifth bullet point wording "and returned to the Department" appended.
  • Page 1: registration information: Reference to first date of registration updated to 2018.
  • Page 1: Registration information: Reference to full cost of tuition updated to 2018.
  • Page 1: Registration information: Reference to cost of international fee updated to 2018.
  • Page 1: Registration information: Total initial expenses updated to Tuition Fee and other charges via Fee Account.
  • Page 1: Section 3: Source of funding field added.
  • Page 1: Section 3: Fundholder name field added.
  • Page 1: Section 3: Fundholder signature field added.
  • Page 1: Section 3: Date field added.
  • Page 1: Section 3: Administrator name field added.
  • Page 1: Section 3: Office / Ext number field added.
  • Page 1: Section 3: Total Monthly Departmental Scholarship value updated to 2018.
  • Page 1: Section: First claim value updated to Scholarship value.
  • Page 1: Section 3: Less Total Initial Expenses updated to Less Full Tuition Fee and other charges.
  • Page 1: Section 3: Remaining credit balance field added.
  • Page 1: Enquiries section: New section added.
15.12.2017 PG021 Update
  • Page 1: Student details section: Reference to degree updated to 2018.
  • Page 1: Administrator details section: New section added.
  • Page 1: Fund holder details: Moved to section 3.
  • Page 1: Office Use Section: New section added.
  • Page 1: Footer section: Contact name updated on return address.
15.12.2017 PG018 Update
  • Page 1: Student details section: Reference to degree updated to 2018.
  • Page 1: Student details section: Reference to first date of registration updated to 2018.
  • Page 1: Office Use Section: New section added.
  • Page 1: Footer section: Contact name added to return address.
15.12.2017 PG016 Update
  • Page 1: Form Title: Reference updated to 2018.
  • Page 1: Important notes section: Last bullet point updated to include completion.
  • Page 1: Section 2: Second bullet point updated to include completion of postdoctoral research at UCT form.
  • Page 1: Section 4: Reference updated to 2018.
  • Page 1: Section 4: Wording updated to include reference to a satisfactory progress report.
  • Page 1: Section 5: Fundholder (Name, Signature, Date signed_ fields added.
  • Page 1: Section 5: Source of Funds field added.
15.12.2017 PG015 Update
  • Page 1: Form Title: Reference updated to 2018.
  • Page 1: Important notes section: Last bullet point updated to include completion.
  • Page 1: Section 1: Wording updated from 50% of the balance to 50% of the first instalment.
  • Page 1: Section 2: First bullet point reference to report updated to satisfactory academic progress report.
  • Page 1: Section 2: Second bullet point updated to include submission of the PG023 and completion of postdoctoral research at UCT form.
  • Page 1: Section 4: Reference updated to 2018.
  • Page 1: Section 4: Wording updated to include reference to a satisfactory progress report.
15.12.2017 PG014 Update
  • Page 1: Form Title: Reference updated to 2018.
  • Page 1: Important notes section: Last bullet point updated to include completion.
  • Page 1: Section 1: Wording updated from 50% of the balance to 50% of the first instalment.
  • Page 1: Section 2: First bullet point reference to report updated to satisfactory academic progress report.
  • Page 1: Section 2: Second bullet point updated to include submission of the PG023 and completion of postdoctoral research at UCT form.
15.12.2017 PG002 Update
  • Page 1: Section 1: Reference to degree updated to 2018.
  • Page 1: Section 1: Reference to first date of registration updated to 2018.
  • Page 1: Section 1: Reference to year of study towards degree updated to 2018.
  • Page 1: Section 1: The scholarship is to clear previous outstanding student fees balance checkbox added.
  • Page 1: Section 1: The scholarship is for 2018 tuition fees checkbox added.
  • Page 1: Section 1: Administrator Details (Name and Surname) field added.
  • Page 1: Section 3: Office Ext number field added.
  • Page 1: Section 3: First instalment / Second instalment field merged into one field.
  • Page 1: Section 3: Please indicate this payment tranche field added with checkboxes for 1st instalment and 2nd instalment.
  • Page 1: Section 3: Reference to SAP printout added to Declaration wording.
  • Page 1: Note section: Reference to all previous versions of the PG002 being obsolete as from 22 January 2018 updated.
  • Page 1: Footer section: Contact name added to return address.
15.12.2017 PG001 Update
  • Page 1: Section 1: Reference to degree updated to 2018.
  • Page 1: Section 1: Reference to year of study towards degree updated to 2018.
  • Page 1: Section 3: Administrator field added.
  • Page 1: Section 3: Office Ext number field added.
  • Page 1: Contact details section: CHED contact details updated.
  • Page 1: Contact details section: Health Sciences contact details updated.
  • Page 1: Contact details section: GSB contact details added.
  • Page 1: Note section: Reference to all previous versions of the PG001 being obsolete as from 22 January 2018 updated.
14.12.2017 FHS013 Update
  • Page 16: Full Committee Review Checklist: Reference to Section 13 removed from Point 9.
14.12.2017 R&I21 Update
  • Page 1: Form heading: Heading changed to UEC University Equipment Commitee.
  • Page 1: Deadlines: Ad Hoc changed to Ad hoc.
  • Page 1: Note: Order of words changed in first sentence.
  • Page 1: Applicant particulars: First name field added.
  • Page 1: Applicant particulars: Initials field removed.
  • Page 1: Applicant particulars: Unit added to Department / Institute / Centre field.
  • Page 1: Applicant particulars: Faculty field added.
  • Page 1: Telephone number and email address combined into one field.
  • Page 1: Applicant particulars: "Time" added to Full time / part time field.
  • Page 1: Applicant particulars: Gender field added.
  • Page 1: Applicant particulars: Race field added.
  • Page 1: Applicant Particulars: Footnote added to qualify Race field requirements.
  • Page 1: Equipment Requiring Repair: Heading updated from Equipment applied for.
  • Page 1: Equipment Requiring Repair: "Brief" added to description of equipment field.
  • Page 2: Financial details: Contribution from applicant field added.
  • Page 2: Financial details: Contribution from Faculty Equipment Committee field added.
  • Page 2: Financial details: Amount applied for from UEC (A – B – C) field added.
  • Page 2: Motivation for repair: Section reformatted to present numbered questions.
  • Page 2: Utilisation details: Section removed and incorporated as question 2 into Motivation for repair section.
  • Page 3: To be completed by applicant: New section added.
  • Page 3: To be completed by applicant: Amount applied for from UEC field added.
  • Page 3: To be completed by applicant: Name field added.
  • Page 3: To be completed by HOD: Name field added.
  • Page 3: Approved by Chair of the Faculty Equipment Committee: Name field added.
  • Page 3: To be completed by Dean: Section moved to the end of the form.
  • Page 3: To be completed by Dean: Name field added.
14.12.2017 R&I18 Update
  • Page 1: Information section: Deadline call dates updated.
  • Page 1: Information section: Category updated to include 1 and 2.
  • Page 1: Information section: Outcome dates updated.
  • Page 1: Information section: Category 1 wording amended.
  • Page 1: Information section: Category 2 wording amended.
  • Page 1: Information section: Note referencing application only allowed to Category 2 removed.
  • Page 1: Information section: URL references updated.
  • Page 1: Information section: Email addresses hyperlinked.
  • Page 2: Applicant Particulars: Gender field added.
  • Page 2: Applicant Particulars: Race field added.
  • Page 2: Applicant Particulars: Footnote added to qualify Race field requirements.
  • Page 2: Equipment applied for: Default reference to "2" removed from Category 1 or 2? field.
  • Page 2: Budget for Category 1 application: Fields reinstated for input.
  • Page 2: Budget for Category 2 application: NRF added as example to Name of external funding foundation or trust field.
13.12.2017 R&I13 Update
  • Page 1: Section one: Deadline submission dates updated.
  • Page 1: Section one: Committee meeting dates updated.
  • Page 1: Section one: Outcome dates updated.
  • Page 3: Details of applicant: Citizenship field added.
  • Page 3: Details of applicant: Gender field added.
  • Page 3: Details of applicant: Race field added.
  • Page 3: Details of applicant: Footnote added to qualify Race field requirements.
  • Page 4: Costs section: Subsistence rate per day updated.
12.12.2017 BAS12 Update
  • Page 1: Form Title: Reference to Semester removed.
  • Page 1: Note: First point reference to Semester removed.
  • Page 1: Table: Semester column replaced with Quarter: Start date / End date.
06.12.2017 FM005hlp Update
  • Page 15: Interest Unsubsidized Loans: “For Use By General Ledgers Only” text added to GL account includes column.
30.11.2017 HR101 Update
  • Field label shading made darker grey throughout to aid visual discrimination when printed.
30.11.2017 HR100a Update
  • Field label shading made darker grey throughout to aid visual discrimination when printed.
29.11.2017 FM005 Update
  • Page 12: LOAN-INT Interest on Capital Loans section: 4250 INTEREST UNSUBSIDIZED LOANS added.
24.11.2017 HR158 Update
  • Page 2: Notes section: Point 4 changed from "You will be given the option to change your investment choice in respect of both the living annuity balance and the disinvestment for pay out effective on 1 April and 1 October annually." to "You may change your investment choice in respect of both your living annuity balance and disinvestment for pay out at any time, online or by contacting the UCTRF Office. Note that you get one free switch each tax year (1 March to end February). Each subsequent switch will incur an administrative cost which will be deducted from your living annuity balance.".
24.11.2017 FM005hlp New
  • Guideline GL Expense Accounts: New guideline help document.
22.11.2017 ACA44 Update
  • Page 1: Deferred Exam Details section: Y/N checkboxes added to each row to indicate "Did you write the exam?".
20.11.2017 DE001 New

Title: Supplementary Information for Application for the Deferred Examination
When to use: To be completed if a student requires supplementary information to apply for the Deferred Examination (DE).

17.11.2017 CMD01 Update
  • Page 1: Instructions section: Second bullet point contact details updated to Ms Megan White.
  • Page 1: Details of proposed conference section: Point 5 contact details updated to Ms Megan White.
  • Page 2: Details of proposed conference section: Point 15 contact details updated to Ms Judith Du Toit.
  • Page 2: Details of proposed conference section: Point 15 contact telephone details updated.
03.11.2017 HR100a Update
  • Page 3: Attachments section: HEMIS paragraph, referencing the HR136 form, added to Ad hoc or paid-on-claim employee category.
02.11.2017 HR124 Update
  • Page 1: Invigilator Details section: ID or passport no. field: Added work permit reference to text below the field.
  • Page 1: Invigilator Details section: Ethnic origin fields: Re-sized details field below ethnic origin options.
  • Page 1: Invigilator Details section: Email Address field: Added “(for IRP5 purposes)” and expanded field length.
  • Page 1: Invigilator Details section: Contact Tel. Number field moved down a line.
02.11.2017 HR121 Update
  • Page 1: Examiner Details section: ID or passport no. field: Added work permit reference to text below the field.
  • Page 1: Examiner Details section: Ethnic origin fields: Re-sized details field below ethnic origin options.
  • Page 1: Examiner Details section: Email Address field: Added “(for IRP5 purposes)” and expanded field length.
  • Page 1: Examiner Details section: Contact Tel. Number field moved down a line.
  • Page 1: Examiner Details section: Mailing address fields removed.
  • Page 1: Examiner Details section: Examiner signature block moved down and declarations added, certifying all information is true and correct and that the examiner is not currently employed on a permanent or part-time basis at UCT.
  • Page 2: Claim Details section: Updated the note so that in addition to Rands being used for South African residents, they are also used for Swaziland, Lesotho and Namibian residents.
  • Page 2: Claim Details section: Added rate of US$70 for a minor dissertation – 60 credits.
  • Page 2: Authority for payment section: Changed field layout for Faculty Office sign off to ensure only one person completes the row, moved DC number field down.
  • Page 3: When do I complete this form? section: Added that Swaziland, Lesotho and Namibian residents are excluded from being paid in US$.
  • Page 3: When do I complete this form? section: Added that minor dissertation – 60 credits is paid at US$70, not US$100 or US$170.
02.11.2017 HR120 Update
  • Page 1: Examiner Details section: Section lettering added to heading (referenced in Exams Office checklist).
  • Page 1: Examiner Details section: Text in brackets added after heading indicating that the section is completed by the examiner.
  • Page 1: Examiner Details section: ID or passport no. field: Added work permit reference to text below the field.
  • Page 1: Examiner Details section: Ethnic origin fields: Re-sized details field below ethnic origin options.
  • Page 1: Examiner Details section: Email Address field: Added “(for IRP5 purposes)” and expanded field length.
  • Page 1: Examiner Details section: Contact Tel. Number field moved down a line.
  • Page 1: Examiner Details section: Mailing address fields removed.
  • Page 1: Examiner Details section: Examiner signature block moved down and declarations added, certifying all information is true and correct and that the examiner is not currently employed on a permanent or part-time basis at UCT.
  • Page 1: Claim Details section: Added section lettering to heading (referenced in Exams Office checklist).
  • Page 1: Claim Details section: Added text in brackets after heading indicating that the section is completed by the department.
  • Page 1: Claim Details section: For Office use fields: Field lengths adjusted and cost centre information moved to the right.
  • Page 2: Claim Details section: Essays / projects / reports sub-section: Added a new column for no. of masters research essay / projects examined at R280.
  • Page 3: When do I complete this form? section: Added note after table indicating that the 4th year of a Professional Bachelors will be paid as an undergraduate claim.
27.10.2017 LAW04 New

Title: Dissertation Open Access Suppression Form
When to use: When there is a need to prevent your dissertation from being made available online via OpenUCT.

24.10.2017 ACA44 Update
  • Page 1: Acknowledgement Checklist section: 1. Deferred Exam Dates 2018: Deferred Exams will be written 15th – 19th January 2018 (5 days) added as first item on the Acknowledgement Checklist.
19.10.2017 FHS028 New

Title: Request for New Space or Space Modification
When to use: When requesting a new space allocation, or a space modification that does not require UCT funding.

19.10.2017 FHS024 Update
  • Page 1: Application details section: Department and division/Institute field added.
  • Page 1: Application details section: Project name (e.g. F56 toilets) field added.
  • Page 1: Application details section: Applicant (Contact name) field changed to Applicant name.
  • Page 1: Application details section: Permission granted if UCT is not primary owner (details) field added.
  • Page 1: Application details section: Location of space field changed to Physical location of space (Building, level, room number).
  • Page 1: Application details section: Can this space be shared by others field changed to Can or will this space be shared by others?
  • Page 1: Application details section: New application for funding (from UCT) field changed to First application for funding (from UCT).
  • Page 1: Application details section: Amount of UCT funding requested field added.
  • Page 1: Application details section: Amount of co-funding provided (if relevant) field added.
  • Page 1: Additional items section: Quotes attached field added.
19.10.2017 FHS023 Update
  • Page 1: Application details section: Department and division/Institute field added.
  • Page 1: Application details section: Project name field added.
  • Page 1: Application details section: Applicant (Contact name) field changed to Applicant name.
  • Page 1: Application details section: Date of Application field changed to Date of Phase 2 application.
  • Page 1: Application details section: Physical location of space (Building, level, room number) field added.
  • Page 1: Application details section: Date of preliminary request to Physical Planning Committee field changed to Date of preliminary Phase 1 request to
    Physical Planning Committee.
  • Page 1: Application details section: Date presented to Physical Planning Unit (Nigel Haupt’s Department) field changed to Date presented to Capital Planning and Projects (Nigel Haupt’s Department).
  • Page 1: Application details section: Is UCT the primary owner of space? field added.
  • Page 1: Application details section: Total cost of project
  • Page 1: Application details section: Details of other funding field changed to Amount of Co-funding (if applicable).
  • Page 1: Checklist section: New section added.
19.10.2017 FHS022 Update
  • Page 1: Application details section: Department and division/Institute field added.
  • Page 1: Application details section: Project name e.g. Cryo facility, or OMB E51/52 field added.
  • Page 1: Application details section: Applicant (Contact name) field changed to Applicant name.
  • Page 1: Application details section: Date of Application field changed to Date of Phase 1 application.
  • Page 1: Application details section: Location of space field changed to Physical location of space (Building, level, room number).
  • Page 1: Application details section: Can this space be shared by others field changed to Can/will this space be shared by others?
  • Page 1: Application details section: Will external funding contribution be provided? field added.
  • Page 1: Application details section: Other: please specify, e.g. bridging request, shortfall, etc) field added.
  • Page 2: Additional items section: External funding available/raised field changed to External funding: amount and details.
13.10.2017 BAS09 Update
  • Page 1: Instructions section: Systems Access fax number replaced with email address.
13.10.2017 BAS06 Update
  • Page 1: Instructions section: Systems Access fax number replaced with email address.
13.10.2017 HR157 Update
  • Page 1: Deferred Retirement section: Third bullet point added to the Note.
11.10.2017 HR157 Update
  • Page 1: Personal Details section: Fax number field removed.
  • Page 1: Personal Details section: Email Address field expanded.
11.10.2017 HR153 Update
  • Page 1: Personal Details section: Fax number field removed.
  • Page 1: Personal Details section: Email Address field expanded.
09.10.2017 HR204 Update
  • Page 1: Postal address fields removed.
  • Page 1: Fax number field removed, Mobile number field moved across.
  • Page 1: Citizenship field changed to Nationality.
09.10.2017 HR201 Update
  • Page 1: Postal address fields removed.
  • Page 1: Fax number field removed, Mobile number field moved across.
  • Page 1: Citizenship field changed to Nationality.
09.10.2017 HR112 New

Title: Shift Change
When to use: When changes need to be made to a staff member’s shift pattern on a permanent or temporary basis.

04.10.2017 R&I34 Update
  • Page 1: Instruction section: Links to HR100a updated.
  • Page 1: Instruction section: Links to HR101 updated.
04.10.2017 R&I29 Update
  • Page 1: Instruction section: Links to HR100a updated.
  • Page 1: Instruction section: Links to HR101 updated.
  • Page 1: Required Attachments section: Links to HR100a updated.
  • Page 1: Required Attachments section: Links to HR101 updated.
04.10.2017 HR105b Update
  • Page 1: Links to HR100a updated throughout.
04.10.2017 HR105a Update
  • Page 1: Links to HR100a updated throughout.
04.10.2017 HR103 Update
  • Page 2: Links to HR101 updated throughout.
04.10.2017 HR100d Update
  • Page 2: Links to HR101 updated throughout.
04.10.2017 HR100b Update
  • Page 2: Links to HR101 and direct link to HR sub-section on forms web page updated throughout.
04.10.2017 HR101 Update
  • Form layout revised and reformatted.
04.10.2017 HR100a Update
  • Form layout revised and reformatted.
28.09.2017 ACA46 New

Title: Humanities Research Progress Report
When to use: The Research Progress Report evaluates the progress over the last 12 months, outlines the research project plans for the forthcoming year and drafts a timeline of key milestones.

28.09.2017 ACA45 New

Title: Humanities MoU (Initial)
When to use: The initial MoU is completed at the inception of research when the supervisor is allocated and the working or provisional title for the research project is approved.

28.09.2017 ACA24 Update
  • Form layout revised and reformatted.
28.09.2017 ACA23 Update
  • Form layout revised and reformatted.
27.09.2017 LAW03 New

Title: Application for Exemption
When to use: When UG or graduate LLB students wish to make application for an exemption.

27.09.2017 LAW02 New

Title: Application for Concession
When to use: When UG or PG Law Faculty students wish to make application for a concession.

26.09.2017 SAP07 Update
  • Page 1: Section 3: Title changed from “PRD client updated, CMR signed off” to “CMR signed off > PRD client to be updated”.
19.09.2017 BAS12 New

Title: UCT Semester Teaching Venue Change/Addition Request Form
When to use: When UCT staff need to request a change/additional venue for Semester Teaching.

19.09.2017 ACA44a Update
  • Page 1: Information section: Bullet points updated to be aligned with instruction in the ACA44.
19.09.2017 ACA44 Update
  • Form layout revised and reformatted.
14.09.2017 R&I18 Update
  • Page 1: Date section: Deadline and outcome dates updated.
  • Page 1: Information section: Information and category guidelines updated.
  • Page 2: Budget for category 1 application section: New section section added.
  • Page 2: Budget for category 2 application section: New section section added.
12.09.2017 PG001 Update
  • Page 1: Enquiries section: Contact details updated.
12.09.2017 HR167 Update
  • Page 1: Constituency section: UTAC (University Transformation Advisory Committee) reference in third row changed to EEF (Employment Equity Forum).
12.09.2017 HR150 Update
  • Page 2: What other forms do I need to complete section: Removed reference to HR152 (UCTRF Additional Voluntary Contributions). Form has been removed as these contributions can be changed on the COE schedule during the annual COE review.
07.09.2017 FHS021 Update
  • Page 1: Section 1: Sub-study / Extension study field added.
  • Page 1: Section 1: HREC reference number and approval expiry date fields added.
  • Page 1: Section 3: PI covered by professional liability field added.
  • Page 1: Section 3: PI liability insurance number field added.
  • Page 2: Section 3.2: New section added.
  • Page 2: Section 4.2: Section removed and subsequent section renumbered.
  • Page 3: Section 4.6: New section added.
  • Page 3: Section 4.7: New section added.
  • Page 4: Section 4.8: New section added.
  • Page 4: Section 5.2: Wording amended to "Please specify the level of risk".
  • Page 4: Section 5.2: Note Wording of example amended to include "research procedures or collection of data".
  • Page 5: Section 5.3: New section added.
  • Page 5: Section 7.1: Behavioural/ psychosocial interventions field added.
  • Page 6: Section 7.3: New section added.
  • Page 6: Section 7.3.1: New section added.
  • Page 6: Section 7.4: New section added.
  • Page 6: Section 7.6: New section added.
  • Page 6: Section 7.7: Note added.
  • Page 6: Section 7.8: New section added.
  • Page 6: Section 7.9: New section added.
  • Page 6: Note section: Wording updated.
  • Page 7: Section 7.10: Wording updated.
  • Page 7: Section 7.10: checkboxes added for Afrikaans, isiXhosa and Other.
  • Page 7: Section 7.11: Wording updated.
  • Page 8: Section 9.1: Point (i) added.
07.09.2017 FHS013 Update
  • Page 1: Section 2.1: Reference to insurance no. changed to insurance number.
  • Page 7: Section 5.2: Biohazard Statement field moved to 5.2 from 5.11.
  • Page 8: Section 5.6: Number of Adults /minors added to number of participants field.
05.09.2017 MM007c Update
  • Page 1: DHL email address: Email contact addresses updated.
  • Page 1: DHL telephone number: Telephone contact numbers updated.
31.08.2017 ACA38 Update
  • Page 1: Notes section: Fourth bullet point wording updated.
  • Page 1: Declaration by the student section: Fourth and fifth point added.
  • Page 1: Office Use section: Application received by field added.
  • Page 1: Office Use section: PS record updated by field added.
31.08.2017 ACA37 Update
  • Page 1: Notes section: Fourth bullet point wording updated.
  • Page 1: Rules section: URL to referring handbook updated.
  • Page 1: Type of leave of absence requested section: Maternity Leave field added.
  • Page 1: Declaration by the student section: Fourth point added.
  • Page 1: Office Use section: Application received by field added.
  • Page 1: Office Use section: PS record updated by field added.
31.08.2017 DDB11 Update
  • Page 1: Information section: Number of pages field added.
31.08.2017 DDB07 Update
  • Page 1: Notes section: Second bullet point added to indicate DDB07a must be completed where three or more examiners have agreed to examine.
  • Page 1: Notes section: Third bullet point added indicating that the completed and signed DDB07a must be submitted with the DDB07 form.
  • Page 2: External Examiners section: Note added to indicate DDB07a must be completed where three or more examiners have agreed to examine.
31.08.2017 DDB07a New

Title: Examiner’s Declaration Form
When to use: When three or more examiners have agreed to examine a PhD thesis.

30.08.2017 HR151 Update
  • Page 2: Signatures section: Information added below indicating where to send the completed form.
  • Page 4: Completing the form section: New help page added to the form.
30.08.2017 HR155 Update
  • Page 1: Notes section: Second bullet added indicating where to send the completed form.
  • Page 2: Completing the form section: New help page added to the form.
25.08.2017 ACA31 Update
  • Page 1: Course Information Section: 3.4 to 3.7 new fields added.
  • Page 2: Course Information Section: 6 field wording amended.
  • Page 2: Course Information Section: 6.1 field wording amended.
  • Page 2: Course Information Section: 6.2 new field added.
23.08.2017 FHS013 Update
  • Page 8: Characteristics of the protocol section: 5.8 reference to Provincial Department added to the field.
  • Page 9: Biohazard Statement: New field added and numbering amended accordingly for subsequent sections.
  • Page 11: Helsinki Declaration: New field added and numbering amended accordingly for subsequent sections.
  • Page 16: checklist: Item 20 reference to relevant study staff removed.
  • Page 17: contact details section: Office contact telephone numbers updated.
17.08.2017 Closing a fund Update
  • Page 2: List of contacts section: Health Sciences Faculty contact name updated.
17.08.2017 Applying for new NRF funds Update
  • Page 2: List of contacts section: Health Sciences Faculty contact name updated.
17.08.2017 ACA38 Update
  • Page 1: Rules relating to attendance and leave of absence section: URL link to Handbook 3 updated.
  • Page 1: Duration of leave of absence requested section: Ampersand character used for Semester 1 & 2 field.
  • Page 1: Duration of leave of absence requested section: Other (for Block offering) field added with additional field for Start date and End date.
15.08.2017 MM014 Update
  • Page 1: Instructions section: Link to referenced online help topic (third bullet) updated.
15.08.2017 R&I15 Update
  • Form layout revised and reformatted.
04.08.2017 FHS006 Update
  • Page 1: Protocol information section: Note added to field 1.3.
04.08.2017 HR100c Update
  • Page 1: Details of recommended candidate section: T1 qualification and criminal checks line removed to create space for additions below.
  • Page 1: Details of recommended candidate section: Recommended for Emerging Researcher Programme field extended to only use one line instead of two, to create space.
  • Page 1: Details of recommended appointment section: For office use Position No field expanded to use one line instead of two.
  • Page 1: Details of recommended appointment section: Conditions of service field layout of options changed to use two lines instead of three.
  • Page 1: Details of recommended appointment section: T1/T2 contract reasons field added with applicable contract reason options.
  • Page 1: Details of recommended appointment section: Any special requirements in letter of offer field second line removed.
  • Page 1: Details of recommended appointment section: Attachment checklist added with applicable attachments depending on the appointment process.
  • Page 2: Payment details section: Scarcity / strategic allowance percentage field added.
  • Page 3: What other documents do I need to submit section:  Changed from What other forms do I need to complete.
  • Page 3: What other documents do I need to submit section: Applicable attachments listed depending on the appointment process.
04.08.2017 HR202 Update
  • Page 1: Vacancy section: Does this post qualify for a scarcity / strategic allowance field added.
21.07.2017 BAS11 Update
  • Form functionality revised.
19.07.2017 R&I31 Update
  • Page 1: Information section: 2018 added to the heading.
  • Page 1: Deadline for submission section: Deadline date updated.
  • Page 1: Submission requirements section: "with supporting portfolio" wording added.
  • Page 1: Submission requirements section: Research Grants Management Cluster changed to Research Support Services Cluster.
  • Page 1: Submission requirements section: Contact details updated.
  • Page 1: Submission requirements section: Deadline date updated.
  • Page 2: Details of nominated work of art: Section renumbered to 1.
  • Page 2: Details of nominated work of art: Title of work of art and Type of work of art fields order changed.
  • Page 2: Details of author: New section added.
  • Page 2: Details of nominator: Changed to section 3.
  • Page 2: Details of nominator: 'if not the same as author' added to section heading.
  • Page 2: Application checklist: Wording of checklist items updated.
17.07.2017 HR193 Update
  • Page 1: Title: Years changed from 2015-2016 to 2017-2018 (all references throughout form)
  • Page 1: Information section: First paragraph changed from “four categories” to “three categories”
  • Page 1: Information section: Option D for formal learnerships removed.
  • Page 1: Notes section: Servicing Officer details changed from Pamela Hendricks to Jessica Selfe.
  • Page 1: Notes section: Submission date changed from Friday 16th October 2015 to Friday 4 August 2017.
  • Page 1: Details of staff development initiative or project section: Category D removed.
  • Page 2: If formal learnership/s section: Section removed.
  • Page 5: When do I complete this form? section: Category D removed.
  • Page 5: Where do I send this form? section: Servicing Officer details changed from Pamela Hendricks to Jessica Selfe.
  • Page 5: When do I submit this form? section: Submission date changed from Friday 16th October 2015 to Friday 4 August 2017.
  • Page 5: When will I receive feedback on the success of this application? section: “November 2015” changed to “August 2017” and “end November 2015” changed to “end August 2017”.
  • Page 6: What are the criteria on which this application will be assessed? section: Point 4 for formal learnerships removed.
  • Page 7: Where can I direct any queries? section: Servicing Officer details changed from Pamela Hendricks to Jessica Selfe.
17.07.2017 R&I29 Update
  • Page 1: Instructions section: Copy of SA ID / Passport added as a required attachment.
  • Page 1: Required Attachments section: Copy of SA ID / Passport field added.
  • Page 2: Application approved by section: Prof Danie Visser changed to Prof Kgethi Phakeng.
  • Page 2: Notes section: Email address updated.
17.07.2017 R&I08 Update
  • Page Eligibility section: Third bullet point updated to require DHET accredited, subsidy-earning publications.
14.07.2017 HR187 Update
  • Page 1: Authority for enforcement section: Bursary Recipient field removed.
  • Page 1: Authority for enforcement section: HR Administrator field removed.
  • Page 1: Authority for enforcement section: Final Authorities field (previously two lines) changed to Payroll Final Authority (single line).
14.07.2017 SD007 Update
  • Form layout revised and reformatted.
14.07.2017 SD006 Update
  • Form layout revised and reformatted.
14.07.2017 SD003 Update
  • Form layout revised and reformatted.
14.07.2017 SD002 Update
  • Form layout revised and reformatted.
14.07.2017 SD001 Update
  • Form layout revised and reformatted.
12.07.2017 R&I28a Update
  • Page 1: Submission of nominations section: Submission date updated.
  • Page 1: Submission of nominations section: Email subject reference to year updated.
  • Page 1: More information section: Contact name updated.
12.07.2017 R&I28b Update
  • Page 1: Deadline section: Submission date updated.
  • Page 1: Conditions section: Report submission timeframe reference in second bullet point updated.
  • Page 1: More information section: Contact name updated.
  • Page 1: Submission of full proposals section: Contact name updated.
  • Page 1: Submission of full proposals section: Submission deadline updated.
12.07.2017 R&I35 New

Title: Book Award & Meritorious Book Prize Application Form
When to use: When nominating a UCT staff member for a Book Award or Meritorious Book Prize.

06.07.2017 HR105a Update
  • Page 1: Authority for payment section: Area Finance Manager line moved before Dean/Executive Director.
06.07.2017 HR105b Update
  • Page 1: Authority for payment section: Area Finance Manager line moved before Dean/Executive Director.
06.07.2017 HR124 Update
  • Page 1: Notes section: Fourth bullet, “Faculty Office” reference changed to “HR Administration”.
  • Page 2: Authority for payment section: Line added for Area Finance Manager signature.
  • Page 3: Where do I send this form? section: Added Area Finance Manager.
  • Page 3: When do I submit this form? section: Removed references to previous Faculty Office procedure.
05.07.2017 FHS027 New

Title: Additional Information for Opening a New Health Science Fund
When to use: Important additional information to be supplied when you want to open a new Health Science fund.

05.07.2017 ACA44 Update
  • Page 1: Important section: Reference to ACA44c wording updated to include reference to "Psychologist’s letter" and "...or psychological grounds".
  • Page 2: Important section: Reference to ACA44c wording updated to include reference to "Psychologist’s letter" and "...or psychological grounds".
  • Page 2: Implication of deferring exams section: Point 3 wording added "...OR a etter from Psychologist.." and "...or psychological grounds".
30.06.2017 ACA44 Update
  • Page 1: Important section: Reference to ACA44c changed to Confidential Medical Report.
  • Page 2: Important section: Reference to ACA44c changed to Confidential Medical Report.
  • Page 2: Implication of deferring exams section: Reference to ACA44c changed to Confidential Medical Report.
  • Page 2: Implication of deferring exams section: Point 3 wording added "If the student is attending Student Wellness Services (SWS), SWS will submit directly to the Deferred Examination Committee".
30.06.2017 ACA44c Update
  • Page 1: Title: Changed to Confidential Medical Report.
  • Page 1: Clinical Diagnosis and management section: New section added.
  • Page 1: Results of physical or psychological examination section: Removed.
  • Page 1: Please confirm conditions (if any) which rendered him/her unfit to write an exam section: Removed.
  • Page 1: Certification statement section: New section added.
28.06.2017 BAS11 Update
  • Form functionality revised.
28.06.2017 FHS016 Update
  • Page 2: Section 1.3: Section added to reflect the full committee charges for Annual Approval.
28.06.2017 FHS013 Update
  • Page 1: Protocol information section: Additional qualifying text added to Yes / No question regarding sub-study.
  • Page 1: Additional qualifying text added to comment field.
  • Page 1: Investigators profile section: Is the PI covered by professional liability insurance field added.
  • Page 1: Investigators profile section: If yes above, please provide the liability insurance no field added.
  • Page 2: Section 2.3: Yes / No options presentation order exchanged for consistency.
  • Page 2: Section 2.3: Student’s title, first name, surname separated into own field.
  • Page 2: Section 2.3: Student’s email separated into own field.
  • Page 3: Section 2.7: Yes / No options presentation order exchanged for consistency.
  • Page 3: Section 3.1: Yes / No options presentation order exchanged for consistency.
  • Page 3: Section 3.2: Yes / No options presentation order exchanged for consistency.
  • Page 3: Section 3.3: New question added.
  • Page 4: Section 3.4: New question added.
  • Page 4: Section 3.5: Yes / No options presentation order exchanged for consistency.
  • Page 4: Note section: Wording revised.
  • Page 4: Section 3.6: Wording revised; (Previously section 3.3.2).
  • Page 4: Section 3.6: Yes / No options presentation order exchanged for consistency.
  • Page 4: Section 3.7: Wording revised.
  • Page 4: Section 3.7: Yes / No options presentation order exchanged for consistency.
  • Page 4: Section 3.8: Wording revised.
  • Page 5: Section 3.8: Yes / No options presentation order exchanged for consistency.
  • Page 5: Section 3.8.1: Insurance options presentation layout changed.
  • Page 5: Section 3.8.2: UCT No-Fault insurance options presentation layout changed.
  • Page 5: Section 3.8.3: New question added.
  • Page 5: Section 3.8.4: New question added.
  • Page 7: Section 5.3: Space provided to specify age range of minors <18.
  • Page 7: Section 5.4: Wording revised.
  • Page 8: Section 5.4: Sub-section numbered 5.4.1.
  • Page 8: Section 5.8: New question added.
  • Page 8: Section 5.9: Wording revised.
  • Page 8: Section 5.10: Wording revised.
  • Page 9: Section 5.11: Wording and layout revised.
  • Page 9: Section 5.12: Sub-section numbered 5.12.1.
  • Page 9: Section 5.13: Wording and layout revised.
  • Page 9: Section 5.13: Sub-section numbered 5.13.1.
  • Page 9: Section 5.14: New question added.
  • Page 10: Section 5.14.1: New sub-section added.
  • Page 10: Section 5.14.2: New sub-section added.
  • Page 10: Section 5.15: New question added.
  • Page 12: Section 6.1: Wording revised with inclusion of 'in the latest'.
  • Page 12: Section 6.6: Reference to policy document removed.
  • Page 13: Note 6.6: Additional sentence added.
  • Page 16: Note section: Wording added 'and are not subject to any timeline advantage'.
  • Page 16: Category 1 section: Number of required copies changed from 32 to 10.
  • Page 17: Category 1 checklist: 16.Insurance Certificate added.
  • Page 17: Category 1 checklist: 22. SOP for governance and storage of samples; and MTA’s (where applicable) added.
  • Page 17: Category 2 checklist: 12. Insurance Certificate (where applicable) added.
  • Page 17: Category 2 checklist: 17. SOP for governance and storage of samples; and MTA’s (where applicable) added.
28.06.2017 FHS006 Update
  • Page 3: Ethics Review Levy section: New section added.
  • Page 3: Signature section: Renumbered due to inclusion of new section above.
26.06.2017 HR150 Update
  • Page 1: Notes section: Third bullet point reference to “HR Practitioner” removed .
  • Page 1: Investment choice section: First paragraph “at an investment switching opportunity” removed.
  • Page 1: Investment choice section: Point 1 references to “portfolio C” and “portfolio A” changed to reflect full portfolio names.
  • Page 1: Investment choice section: Point 1 hyperlink added to the UCTRF member’s investment guide document with updated page number references.
  • Page 1: Investment choice section: Point 2 hyperlink added to the UCTRF member’s investment guide document and updated page number references.
  • Page 1: Investment choice section: Point 2 reference to Portfolio A – D portfolio removed.
  • Page 2: When do I complete this form? section: “Trustees” changed to “fund”.
  • Page 2: When do I complete this form? section: Investment choice information sub-section re-written to update investment switching information.
  • Page 2: When do I complete this form? section: Investment choice information sub-section hyperlink added to UCTRF investment guide document.
  • Page 2: Where do I send this form? section: Reference to HR Practitioner removed, so all completed forms are sent to the Appointments Office.
  • Page 2: What other forms do I need to complete? section: Hyperlink references to forms HR155 and HR156 updated to reflect new form titles.
26.06.2017 HR144 Update
  • Page 1: Notes section: Third bullet point “Payroll Officer” reference changed to “Business Risk Manager”.
  • Page 2: Payroll deductions to be continued while on special leave without pay section: “Payroll Officer” reference changed to “Business Risk Manager”.
  • Page 2: Payroll deductions to be continued while on special leave without pay section: “UCTRF – 6.5%” changed to “UCTRF – Risk and admin”.
  • Page 2: Acknowledgement of Debt section: “Payroll Officer” reference changed to “Business Risk Manager”.
  • Page 3: When do I complete this form section: “Payroll Officer” reference changed to “Business Risk Manager” with applicable phone number and room number changes.
  • Page 3: Where do I send this form section: “Payroll Officer” reference changed to “Business Risk Manager” with applicable phone number and room number changes.
23.06.2017 ACA44 Update
  • Page 2: Initialling section: Point 4 wording expanded to include "signed off by the department".
22.06.2017 ACA28 Update
  • Page 4: Section 3: URL link to IP overview on RCI website updated.
22.06.2017 HR210 Update
  • Page 2: Performance rating for the last performance cycle section : Changed self-rating and Line manager rating “Exceeding” to “Exceeds 1” and “Exceeds 2”.
  • Page 2: Performance rating for the last performance cycle section : Added bracketed text below Line manager rating to link to the HR211 form for all exceeding ratings.
22.06.2017 HR159 Update
  • Page 1: Notes section: Changed “UCT separate Group Life Assurance scheme” to “UCT separate Group Life Assurance scheme (separate death cover)”.
  • Page 1: Acknowledgement of debt and authorisation by requester section: Changed “UCT separate Group Life Assurance contributions” to “UCT separate Group Life Assurance contributions (separate death cover)”.
  • Page 2: When do I complete this form section: Changed “UCT separate Group Life Assurance scheme” to “UCT separate Group Life Assurance scheme (separate death cover)”.
  • Page 2: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
22.06.2017 HR158 Update
  • Page 1: Notes section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 1: Investment Options section: Removed portfolio references A, B, C, D and replaced with full portfolio names Income Fund Portfolio, Smoothed Bonus Fund Portfolio, Balanced Fund Portfolio.
  • Page 2: Office Use section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 3: When do I complete this form section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 3: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
22.06.2017 HR157 Update
  • Page 1: Notes section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 1: Option to continue membership of UCT group schemes section: “UCT Separate Group Life Assurance Scheme” reference changed to “UCT Separate Group Life Assurance Scheme (separate death cover)”.
  • Page 2: Office Use section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 2: Required attachments section: “UCT Separate Group Life Assurance Scheme” reference changed to “UCT Separate Group Life Assurance Scheme (separate death cover)”.
  • Page 3: When do I complete this form section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 3: What documents do I need to attach section: “UCT Separate Group Life Assurance Scheme” reference changed to “UCT Separate Group Life Assurance Scheme (separate death cover)”.
  • Page 3: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
22.06.2017 HR156 Update
  • Page 1: Form title: Changed from “Group life assurance optional cover” to “Optional death and disability cover”.
  • Page 1: Form redesigned to allow for increase or decrease of optional death and disability cover (group life assurance).
  • Page 1: Notes section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 2: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
22.06.2017 HR155 Update
  • Page 1: Form title: Changed from "Group Life Assurance nomination of beneficiaries" to "Death and disability cover nomination of beneficiaries".
  • Page 1: Notes section: “GLA scheme” changed to “death and disability cover (group life assurance scheme)”.
22.06.2017 HR153 Update
  • Page 1: Notes section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 2: For Office Use section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 1: Notes section: Third note – changed bracketed text from referencing copy of ID to referring to all attachments.
  • Page 1: Payment of UCTRF benefit section: Added Option 1 and Option 2 to make choices more clear.
  • Page 1: Payment of UCTRF benefit section: Deferred pensioner option: Removed “In this case your benefit can be paid to you at retirement age (from the age of 55 onwards)”.
  • Page 1: Payment of UCTRF benefit section: Changed “Certified copy of your identity document” to “Copy of your identity document” throughout.
  • Page 1: Payment of UCTRF benefit section: D: Transfer benefit to new employer’s fund: Changed “name of the fund” to “name of the new fund”.
  • Page 2: Information points section: Point 3: Changed “accumulation account” to “retirement savings”.
  • Page 2: Information points section: Point 4: Changed “postal address” to “contact details”.
  • Page 2: Information points section: Point 5: Added link to the HR151 (UCTRF Nomination of beneficiaries) form.
  • Page 3: When do I complete this form section: Third note – changed “reaches their normal retirement age” to “reaches the normal retirement age”.
  • Page 3: Where do I send this form section: Changed “with a copy of your ID document” to “with attachments”.
  • Page 3: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
22.06.2017 HR145 Update
  • Page 1: For Office Use Only section: Retirement Officer reference changed to Benefits & Exits Officer.
  • Page 2: Where do I send this form section: Retirement Officer reference changed to Benefits & Exits Officer.
17.06.2017 ACA43 Update
  • Page 1: Instruction section: 2nd Semester 2017 deadline added to 2nd bullet point.
  • Page 1: Instruction section: 1st Semester 2018 deadline added to 2nd bullet point.
12.06.2017 R&I24 Update
  • Page 1: Deadlines for submission dates: 26 July 2017 updated to 1 September 2017.
  • Page 1: Committee Meeting Dates: 22 September 2017 updated to 26 September 2017.
  • Page 1: Outcome dates: 29 September 2017 updated to 4 October 2017.
30.05.2017 HR121 Update
  • Page 2: Authority for Payment section: DC Number (Dean’s Committee) added to Faculty Office authority field.
24.05.2017 ACA39 Update
  • Form layout revised and reformatted.
24.05.2017 ACA38 Update
  • Page 1: Type of leave of absence requested section: Maternity Leave added as an option.
19.05.2017 LAW01 Update
  • Page 1: Academic Information section: GPA field added.
16.05.2017 EBE05a New

Title: Basic Risk Assessment for Outdoor / Off-campus Activity
When to use: When a staff member wishes to provide a risk assessment of the of the outdoor / off-campus activity area.

16.05.2017 EBE05b New

Title: Student Information and Consent for Outdoor / Off-campus Activity
When to use: When a student wishes to participate in an outdoor / off-campus activity.

16.05.2017 EBE05c New

Title: Authorisation for Outdoor / Off-campus Activity
When to use: When a staff member in charge of an outdoor / off-campus activity wishes to gain authorisation from the Head of Department prior to the commencement of the activity.

16.05.2017 HR191 Update
  • Page 3: Minimum requirements section: Bracketed text added to Other requirements field (If the position requires the handling of cash or finances, other requirements must include ‘Honesty to handle cash or finances’.)
11.05.2017 ACA40 Update
  • Page 1: Form Title: Updated to refer to current year.
  • Page 1: Point 2: Wording amended to reflect updated process.
  • Page 1: Point 3: Paragraph removed.
  • Page 1: New Point 3: reference to Dean replaced with Vice Chancellor.
  • Page 1: Part 1 Application section: Reference to submission to the Dean for comment removed from section heading.
  • Page 1: Part 1 Application section: Dean's comment field added.
  • Page 1: Part 1 Application section: Dean's signature field added.
  • Page 2: Approval section: reference to Dean replaced with Vice Chancellor.
  • Page 2: Deposit Details section: Reference to the home institution removed from point 3.
10.05.2017 HR105a New

Title: Additional Payment (Academic staff)
When to use: When processing a once-off payment to an academic permanent or contract staff member already on the monthly payroll.

Changes applied to HR105a (based on the previous HR105)

  • Page 1: Notes section: Second bullet wording adjusted to indicate form is used for academic staff.
  • Page 1: Notes section: Link added to the HR105b form for payments to PASS staff.
  • Page 1: Payment details section: Academic/PASS selection removed as form now only for academic staff.
  • Page 1: Payment details section: Shift allowance removed from Type of payment field.
  • Page 1: Payment details section: Rate per hour field added alongside Hours worked.
  • Page 1: Payment details section: Note added at end indicating supporting documentation is required.
  • Page 1: Payment details section: Authority for payment section redesigned to align with delegated authorities for payments to academic staff.
  • Page 2: When do I complete this form section: Re-worded to indicate that the form is used for payments to academic staff and mention of shifts removed.
  • Page 2: Where do I send this form section: Additional specific examples provided of who should sign the form (based on the payment amount).
  • Page 2: What other documents do I need to submit section: Renamed from "What other forms do I need to complete?" and moved above "When do I submit this form?".
  • Page 2: What other documents do I need to submit section: Indicated that supporting documentation must be attached.
10.05.2017 HR105b New

Title: Additional Payment (PASS staff)
When to use: When processing a once-off payment to a PASS permanent or contract staff member already on the monthly payroll.

Changes applied to HR105b (based on the previous HR105)

  • Page 1: Notes section: Second bullet wording adjusted to indicate form is used for PASS staff.
  • Page 1: Notes section: Link added to the HR105a form for payments to academic staff.
  • Page 1: Payment details section: Academic/PASS selection removed as form now only for academic staff.
  • Page 1: Payment details section: Shift allowance, HOD allowance and Deputy Dean allowance removed from Type of payment field.
  • Page 1: Payment details section: Rate per hour field added alongside Hours worked.
  • Page 1: Payment details section: Note added at end indicating supporting documentation is required.
  • Page 1: Payment details section: Authority for payment section redesigned to align with delegated authorities for payments to PASS staff.
  • Page 2: When do I complete this form section: Re-worded to indicate that the form is used for payments to PASS staff and mention of shifts removed.
  • Page 2: Where do I send this form section: Additional specific examples provided of who should sign the form (based on the payment amount).
  • Page 2: What other documents do I need to submit section: Renamed from "What other forms do I need to complete?" and moved above "When do I submit this form?".
  • Page 2: What other documents do I need to submit section: Indicated that supporting documentation must be attached.
09.05.2017 DDB07 Update
  • Page 1: PhD thesis details section: Full name added to PhD Candidate field.
  • Page 1: PhD thesis details section: Head of Department field removed.
  • Page 1: PhD thesis details section: Co-Supervisor field added.
  • Page 2: External Examiners section: Examiners Date of birth field removed.
  • Page 3: Acknowledgement and approval section: Supervisor field added.
  • Page 3: Acknowledgement and approval section: Acting Chair: DDB field added.
  • Page 3: Acknowledgement and approval section: Professor Mamokgethi Phakeng added in the Chair:DDB field.
09.05.2017 DDB03 Update
  • Page 1: Student details section: Head of Department field removed.
  • Page 1: Student details section: Co-Supervisor field added.
  • Page 2: Additional External Examiners section: Examiners Date of birth field removed.
  • Page 3: Additional External Examiners section: Additional table for external examiner details added.
  • Page 3: Acknowledgement and approval section: Supervisor field added.
  • Page 3: Acknowledgement and approval section: Acting Chair: DDB field added.
  • Page 3: Acknowledgement and approval section: Professor Mamokgethi Phakeng added in the Chair:DDB field.
09.05.2017 ACA35 Update
  • Page 1: Section One: Change to course outline added as a type of request.
05.05.2017 R&I09 Update
  • Page 2: Section B: Guideline download URL updated.
  • Page 3: Section C: Guideline download URL updated.
  • Page 3: Section B: Accredited journals download URL updated.
05.05.2017 PS01 Update
  • Page 1: Note section: Point 1 - Additional form related URL's listed.
  • Page 1: Note section: Point 2 - Reference to available systems updated.
  • Page 1: Regulations section: Bullet points formatted bold.
  • Page 1: Applicant details section: A/Prof added as a title.
  • Page 2: Line Manager section: Line manager added as an authority after Head of Department.
  • Page 2: Notes section: Bullet points formatted bold.
  • Page 3: Course CED106: Course renumbered.
  • Page 3: Course CED107: Course renumbered.
  • Page 3: Course INTRO100: Course title updated.
  • Page 4: Courses YEP100: course prefix updated to GRAD100.
  • Page 4: Courses GRAD101: New course added.
  • Page 4: Courses YEP101: course prefix updated to GRAD102.
  • Page 4: Courses YEP102: course prefix updated to GRM100.
  • Page 5: ACADS01 course: Course description updated.
  • Page 5: INTRO100 course: Course title updated.
  • Page 6: ENR100 course: Course description updated.
  • Page 6: ENR101 course: Course duration updated.
  • Page 6: ENR102 course: Course description updated.
  • Page 6: SOC100 course: Course description updated.
  • Page 7: SOC101 course: Course description updated.
  • Page 7: ADM101 course: Course description updated.
  • Page 7: ADM102 course: Course duration updated.
  • Page 8: ADM103 course: Course description and duration updated.
  • Page 8: IAOP100 course: Course description updated.
  • Page 9: EXAMS100 course: Course title updated.
  • Page 9: EXAMS101 course: Course title updated.
  • Page 9: GRAD100 course: Course number and description updated.
  • Page 10: GRAD101 course: Course number, title and description updated.
  • Page 10: GRAD102 course: Course number, title and description updated.
  • Page 10: GRM100 course: Course number, title and description updated.
  • Page 10: SSS100 course: Course duration updated.
  • Page 10: IAT100 course: Course title updated.
  • Page 11: CED100 course: Course description updated.
  • Page 11: CED101 course: Course number, title, description, duration and target audience updated.
  • Page 11: CED102 course: Course description updated.
  • Page 11: CED104 course: Course duration updated.
  • Page 11: CED105 course: Course duration updated.
  • Page 12: CED106 course: Course number updated.
  • Page 12: SRO102 course: Course description updated.
  • Page 14: SFO102 course: Course description updated.
24.04.2017 ACA44 Update
  • Form layout revised and reformatted.
24.04.2017 ACA44a New

Title: DP Course Certificate Form
(in support of Deferred Exam Application)
When to use: When a student wishes to apply to defer their examination for a course which requires a DP certificate.

24.04.2017 ACA44b New

Title: Non-DP Course Certificate Form
(in support of Deferred Exam Application)
When to use: When a student wishes to apply to defer their examination for a course which does not require a DP certificate.

24.04.2017 ACA44c New

Title: Confidential Medical Certificate Form
(in support of Deferred Exam Application)
When to use: When a student wishes to apply to defer their examinations due to illness or other medical reason.

24.04.2017 INS02 Update
  • Page 1: Instructions section: Updated to include students travelling on behalf of UCT.
20.04.2017 ACA39b New

Title: Application Form Granting Semester Study Abroad Students Permission To Write At Another Location
(Following Disruptions To The Scheduled Exam Session And/ Or Venue)
When to use: This form must be completed by semester study abroad students wishing to apply for permission to write examinations at another location following disruptions to the scheduled exam session and/ or venue.

20.04.2017 ACA04 Update
  • Page 1: Instructions section: Contact individual name replaced with Student Systems Support.
  • Page 1: Instructions section: Contact individual email address replaced with SSS-Helpdesk@uct.ac.za.
10.04.2017 DDB08 Update
  • Page 2: Reason for OpenUCT suppression Point 2: DDB chair and RCIPS approval changed to Nominated DVC/DDB Chair and RCIPS.
  • Page 2: Reason for OpenUCT suppression Point 3: Nominated DVC approval changed to Nominated DVC/DDB Chair.
  • Page 2: Reason for OpenUCT suppression Point 4: Nominated DVC approval changed to Nominated DVC/DDB Chair.
  • Page 2: Signature section: Note updated to indicate signature of Nominated DVC/DDB Chair will be obtained by the DDB Office.
  • Page 2: Signature section: Signature of DDB/Nominated DVC changed to Signature of Nominated DVC/DDB Chair.
06.04.2017 DDB08 Update
  • Page 2: Reason for OpenUCT suppression section: Point 4 Commercialisation changed to 4. Commercialisation Confidentiality.
  • Page 2: Reason for OpenUCT suppression section: Point 4 Approval added for Supervisor, Director: Research Contracts & Innovation and Nominated DVC.
  • Page 2: Reason for OpenUCT suppression section: Point 4 Information pertaining to Suppression period updated.
  • Page 2: Signature section: Signature of Director: Research Contracts & Innovation added to Signature of GSB Director/Dean of Faculty field.
  • Page 2: Signature section: Signature of Nominated DVC added to Signature of DDB field.
28.03.2017 TR001 New

Title: Cashiers deposit slip
When to use: When regular payments are receipted directly by the Cashiers into specified funds.

24.03.2017 HR145 Update
  • Page 2: Staff email for life section: Reference to ICTS page on email for retirees added via hyperlink.
24.03.2017 HR140 Update
  • Page 1: Special leave with pay section: Note added as follows “Note: For overseas travel on UCT business, please complete the INS02 (Overseas Travel Insurance) form electronically and send by email to the Insurance Office.”
13.03.2017 DDB11 Update
  • Page 1: Note section: Information text presented as bulleted notes.
  • Page 1: Name field: Field name changed to PhD candidate full name.
  • Page 1: Faculty field: New field added.
  • Page 1: Faculty field: changed to a text input field.
  • Page 1: Department field: New field added.
  • Page 1: Declaration section: Section name changed to Part A: Declaration.
  • Page 1: Funding and Fees section: Section name changed to Part B: Funding and Fees.
13.03.2017 DDB10 Update
  • Page 1: Note section: Initial paragraph of information now presented as bulleted notes.
  • Page 1: Name field: Field name changed to PhD candidate full name.
  • Page 1: Faculty / Department field: Faculty and Department each split into their own field.
  • Page 1: Supervisor's name field: Field name changed to Supervisor's full name.
  • Page 1: Supervisor/s email address field: New field added.
  • Page 1: Co-Supervisor’s full name field: New field added.
  • Page 1: Co-Supervisor’s email address field: New field added.
  • Page 1: Thesis Title field: Moved below Co-Supervisors email address field.
  • Page 1: Target hand in date: Moved below Thesis title field.
  • Page 2: Signature field: Field name changed to Candidate signature.
13.03.2017 DDB09 Update
  • Page 1: Name field: Field name changed to PhD candidate full name.
  • Page 1: Faculty field: New field added.
  • Page 1: Supervisor's name field: Field name changed to Supervisor's full name.
  • Page 1: Supervisor/s email address field: New field added.
  • Page 1: Co-Supervisor’s full name field: New field added.Page 1: Co-Supervisor’s email address field: New field added.
  • Page 1: Contact details section: Section removed.
  • Page 1: Declaration sentence: Revised to include option to indicate June or December graduation by means of check boxes.
  • Page 1: Candidate’s Signature field. Field name changed to PhD Candidate’s Signature.
  • Page 1: Supervisor's Signature field: Subsidiary text removed.
  • Page 1: Supervisor's support decision: Indicated as a separated statement with checkboxes.
08.03.2017 INS02 Update
  • Replaced AIG schedule of benefits with updated version called redCarpet Voyager Benefits.
08.03.2017 FM049 Update
  • Mileage rate changed to R3.55 per km (effective 1 March 2017)
  • S&T max daily rate allowed changed to R397 for meals & incidentals, and changed to R122 for incidentals only (effective 1 March 2017)
08.03.2017 FM033 Update
  • In B. Breakdown of expenditure section: 
    • Mileage rate changed to R3.55 per km (effective 1 March 2017)
    • S&T: max daily rate allowed changed to R397 for meals & incidentals, and changed to R122 for incidentals only (effective 1 March 2017)
08.03.2017 FM032 Update
  • In instructions section: "Note" added before "The Purchase Order must be dated prior to the applicant leaving on their trip". 
  • B. ALLOWANCE section: For local travel, the allowed MAXIMUM daily rate changed to R122.00 for incidental costs only or R397.00 for meals and incidentals.Instructions section: Rate effective date updated to current year. 
08.03.2017 FM030 Update
  • Instructions section: Rate effective date updated to current year. 
  • SARS rates per km for motor vehicles changed to R3.55 and motor cycles changed to R2.49.
06.03.2017 HR101 Update
  • Page 2: Employment Equity Details section: “mental disability” has changed to “psycho-social disability”.
23.02.2017 R&I16 Update
  • Page 1: Dates section: Submission deadline dates updated.
  • Page 1: Dates section: Committee meeting deadline dates updated.
  • Page 1: Dates section: Outcome deadline date updated.
  • Page 2: More information section: Contact email address updated.
21.02.2017 ACA42 Update
  • Page 1: Section 1: Initial wording changed to "i hereby apply for grace period".
  • Page 1: Section 8: Finance approval new section added.
16.02.2017 HR174 Update
  • Page 3: When do I submit this form? section: Changed:
    The Dean’s Office will invite staff members to apply, or be nominated, for ad hominem promotion or remuneration above Rate for Job on grounds of excellence.” to
    The Dean’s Office will invite staff members to apply, or be nominated, for ad hominem promotion or remuneration above SASP (Standard Academic Salary Package) on grounds of excellence for Professors and merit awards for Lecturer, Senior Lecturer and Associate Professor.
16.02.2017 HR152 Update
  • Clean-up on terminology used for jobs and positions.
16.02.2017 HR100d Update
  • Clean-up on terminology used for jobs and positions.
16.02.2017 HR201 Update
  • Page 1: Added a question to the section for those who have previously work at UCT, “If yes above, did you previously receive an austerity related voluntary package?”.
15.02.2017 HR140 Update
  • Page 1: Family responsibility leave section:
    • “Illness of a child, spouse or life partner” changed to “Illness of a child”.
    • Added a checkbox for "Illness of an immediate family member".
14.02.2017 SD005 Update
  • Page 1: Title: Updated to Request for Debtors Customer Refund.
  • Page 1: Instructions section: Wording completely revised.
  • Page 1: Debtors Customer Details section: Customer Number field updated to "Customer Number in SAP".
  • Page 1: Debtors Customer Details section: Receipt Reference field updated to "Receipt Reference in SAP".
  • Page 1: Debtors Customer Details section: Reason for Refund field updated to "Reason for Customer Refund".
  • Page 1: Banking Details section: Banker field updated to "Name of Bank".
  • Page 1: Banking Details section: Type of Account field updated to "Type of Bank Account".
  • Page 1: Requested by section: Description updated to refer to Internal Section Name / Department / Faculty.
  • Page 1: Requested by section: Dept / Faculty field updated to "Dept & Faculty".
  • Page 1: Requested by section: b) Proof in debtors account updated to b) Proof in debtors account "b) Debtors customer account statement and current status".
  • Page 1: Requested by section: c) Confirmation of payment updated to "c) Deposit/ Payment slip".
  • Page 1: Requested by section: d) Proof of banking details updated to " d) Bank statement with proof of payment & account holder ".
  • Page 1: Checked by Faculty Finance section: Reference to department in section heading removed.
13.02.2017 FHS020 Update
  • Page 1: Name of database section: First question split into two sub-sections.
  • Page 1: Type of data / specimens section: Note updated to include a specific list.
  • Page 2: Informed consent justification section: Important note wording updated.
10.02.2017 ACA35 Update
  • Page 1: Section One: Additional option “Conversion from contact to online” added.
  • Page 1: Section Two: “Session” field added.
  • Page 1: Section Two: “Is this a foundation course?” field changed to “Is this an undergraduate foundation course?”.
  • Page 2: Section Two: “Pre-requisites” field changed to “Pre-requisite courses”.
  • Page 2: Section Two: “Co-requisites” field changed to “Co-requisite courses”.
  • Page 3: Section Four: “Session” field duplicating information from “Session” field in Section Two.
10.02.2017 ACA34 Update
  • Page 1: Section A: “Curriculum Outline” added to “For Faculty Accreditation Committee” field.
  • Page 1: Section A: “Session” replaced with the word “meeting”.
  • Page 1: Section A: “Slot” replaced with the word “timetable slot”.
  • Page 1: Section A: “Proposed tutorial timetable slot” field added.
  • Page 1: Section A: Time table fields reformatted to a 4 x 4 table.
  • Page 2: Section A: “Assessment” field changed to “Nature of Assessment”.
  • Page 2: Section A: Additional informational wording added to “Nature of Assessment” field.
  • Page 2: Section A: “Can a supplementary exam be awarded for this course” field moved to the end of Section A.
  • Page 2: Section B: Wording “in current year” removed from “Names of other staff involved” field.
  • Page 3: Foundation Courses: “Undergraduate Only” added to Foundation Courses heading.
  • Page 3: Foundation Courses: First question changed to “Is this a foundation course?” (Y / N drop-down list)
  • Page 3: Foundation Courses: Options represented as four checkboxes (Extended / Augmented / Fully foundational / Augmenting).
  • Page 3: Foundation Courses: Signature field added for Director: Academic Development Programme.
  • Page 3: Foundation Courses: Signature field added for Faculty Unit Head: Academic Development Programme
  • Page 3: Foundation Courses: Date field added for Director: Academic Development Programme.
  • Page 4: Section E: “Assessment” field changed to “Nature of Assessment”.
10.02.2017 R&I08 Update
  • Page 1: Eligibility section: Reference to T2 in first bullet point removed.
08.02.2017 HR102 Update
  • Clean-up of terminology used for jobs and positions.
  • Page 2: Where do I send this form section: First bullet point reference to "Rate for Job" replaced with "SASP (Standard Academic Salary Package)".
  • Page 2: Where do I send this form section: Second bullet point reference to "Rate for Job" replaced with "SASP (Standard Academic Salary Package)".
  • Page 2: Where do I send this form section: Fifth bullet point reference to "Manager: Remuneration, Policy and HR Administration" replaced with "Senior Manager: HR Compensation and Benefits".
08.02.2017 HR109 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR168 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR180 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR186 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR187 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR188 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR189 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR191 Update
  • Clean-up of terminology used for jobs and positions.
  • Form name changed from "Job Description" to "Position description".
  • Form description changed to "This form serves as a template for the writing of position descriptions".
08.02.2017 HR192 Update
  • Clean-up of terminology used for jobs and positions.
  • Form name changed from "Job evaluation application form" to "Position evaluation application form".
  • Form description changed to "When a position needs to be evaluated and graded".
08.02.2017 HR193 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR200 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR202 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR203 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR210 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR211 Update
  • Clean-up of terminology used for jobs and positions.
08.02.2017 HR212 Update
  • Clean-up of terminology used for jobs and positions.
06.02.2017 INS03 Update
  • Page 1: Note section: High risk portable devices and equipment R20 000.00 added to Assets (Other) paragraph.
03.02.2017 AS001 Update
  • Page 1: Section 3: Cost > R100 000 and < = R1 000 000 changed to Cost > R100 000 and < = R2 000 000.
  • Page 1: Section 3:Cost > R1 000 000 changed to Cost > R2 000 000.
02.02.2017 ACA09 Update
30.01.2017 DDB08 Update
  • Form layout revised and reformatted.
27.01.2017 ACA40 Update
  • Page 1: Information section: Reference to nominee removed in point 2.
  • Page 2: Part III Approval section: Reference to nominee removed.
26.01.2017 R&I08 Update
  • Page 1: Information section: Submission deadlines dates updated.
  • Page 1: Information section: Committee meeting dates updated.
  • Page 1: Information section: Outcome dates updated.
  • Page 1: Conditions section: 4th bullet point updated to reference current and following years.
  • Page 1: More information section: Contact person and telephone number updated.
  • Page 1: Submission requirements section: Reference to contact person updated.
  • Page 2: Research Outputs of the Applicant section: URL to SA lists updated.
  • Page 4: Conference budget section: Incidental cost changed from R109.00 to R115.00.
  • Page 4: Conference budget section: Meals and incidental cost changed from R353.00 to R372.00.
26.01.2017 R&I24 Update
  • Page 3: Provisional budget section: URL to SARS rate per country updated.
  • Page 3: Provisional budget section: Local rate changed from to R115.00.
  • Page 3: Provisional budget section: Incidental costs arte changed from R353.00 to R372.00.
25.01.2017 INS02 Update
  • Page 1: Note section: Last bullet point updated from R27/day to R30/day.
23.01.2017 R&I13 Update
  • Page 1: Section One: Deadline dates updated for current year.
  • Page 1: Conditions section: Building name updated.
  • Page 1: Conditions section: Phone extension number updated.
  • Page 1: Conditions section: Contact email address updated.
  • Page 2: Eligibility section: First bullet point updated to include permanent ad T2 contract academic staff.
  • Page 2: Eligibility section: Second bullet point added to include Permanent PASS staff affiliated to an academic department.
  • Page 2: Eligibility section: Fourth bullet point updated to refer to Permanent joint academic staff.
  • Page 2: Submission Requirements section: Research Grants Management Cluster updated to Research Support Services Cluster.
19.01.2017 R&I24 Update
  • Page 1: Information section: Dates updated for current year (2017).
  • Page 2: More information section: Contact person details updated.
  • Page 3: Provisional budget section: Reference resource URL updated.
  • Page 4: DHET accredited publications produced section: Reference resource URL updated.
19.01.2017 FM006 Update
  • Page 1: Central Govt-General Subsidies Section: SUBSIDY DHET FEE ADJUSTMENT GRANT added.
  • Page 2: Tuition Fees & Levies Section: FEES WAIVER DHET FEE ADJUSTMENT GRANT added.
18.01.2017 ACA24 Update
  • Form layout revised and reformatted.
18.01.2017 ACA23 Update
  • Form layout revised and reformatted.
10.01.2017 PG021 Update
  • Page 1: Student Details section: Reference to 2016 updated to 2017.
09.01.2017 PG001 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Section 1: References to 2016 updated to 2017.
  • Page 1: Section 2: Point 4 added to the Note.
  • Page 1: Section 3: Bursary wording added to Grantholder Bursary field.
  • Page 1: Contact details section: Health Sciences details updated.
  • Page 1: Note section: Reference to 2016 (in point 5) updated to 2017.
09.01.2017 PG002 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Section 1: References to 2016 updated to 2017.
  • Page 1: Section 2: Third checkbox wording updated.
  • Page 1: Section 3: References to 2016 updated to 2017.
  • Page 1: Section 3: Signature of Fundholder or head of Dept added.
  • Page 1: Enquiries Section: Contact details updated.
09.01.2017 PG014 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Important Notes section: NRF TWAS, NRF Early Career added to point 1.
  • Page 1: Section 2: Third checkbox wording updated.
  • Page 1: Section 3: Additional phrase added at the end of the declaration.
09.01.2017 PG015 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Section 3: Additional phrase added at the end of the declaration.
09.01.2017 PG016 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Section 3: Additional phrase added at the end of the declaration.
09.01.2017 PG022 Update
  • Page 1: For Office Use Only: Section added at the start of the form.
  • Page 1: Section 1: References to 2016 updated to 2017.
  • Page 1: Section 1: Wording in Note changed to "require a deposit".
  • Page 1: Section 3: References to 2016 updated to 2017.
  • Page 1: Section 3: Additional phrase added at the end of the declaration.
03.01.2017 HR140 Update
  • Form updated to accommodate the change from maternity/paternity leave to parental leave.

2016

Date Form name Change Description of change / Details of new form
21.12.2016 MM003 Update
  • Page 1: Instructions section: Second bullet point updated Purchasing Card Administration address: "Room 2.22, Level 2, Meulenhof, 93 Main Road, Mowbray".
  • Page 1: Section 1: Card Details: Added note: "SA citizens must attach a copy of their Identity document and proof of residence."
  • Page 3: Help section: Removed note in Typical Purchasing Card transactions section. Added two sub-sections: Nedbank application form and Bank charges associated with the PCard.
20.12.2016 ACA10 Update
  • Page 1: Instructions: Point two contact information updated.
  • Page 1: Manager information section: Fund field added.
  • Page 1: Manager information section: Cost Centre field added.
  • Page 1: Manager information section: Fund field added.
  • Page 1: Manager information section: Note regarding standby rates added.
  • Page 1: Section C: Processed by ICTS Admin field added.
07.12.2016 HR108 Update
  • Page 1: Notes section: Second bullet point removed as no longer applicable. (“When a week straddles two calendar months, the payment should be split in these months for tax purposes.”)
  • Page 1: Payment / reduced pay details section: Columns for wage types 6007 and 6012 removed as no longer used.
  • Page 1: Payment / reduced pay details section: S &T column renamed to S & T Amount.
  • All references to HR100 throughout form changed to HR100a.
07.12.2016 HR157 Update
  • Page 2: Retirement Benefit Options section: Section redesigned as those choosing a living annuity with the UCTRF may not elect to also purchase a guaranteed/life pension or living annuity outside of the UCTRF.
  • Page 2: Retirement Benefit Options section: References to “Income Fund (Portfolio A)” changed to “near cash portfolio”.
07.12.2016 SAP07 Update
  • Page 1: Form submission information: Room to send forms to changed from 125 to 119.1.
  • Page 1: Section 1: Business Owner section: Requested by field removed as no longer needed.
  • Page 1: Section 1: Business Owner section: Section and Department field renamed to Department.
  • Page 1: Section 1: Business Owner section: Name of Business Owner field moved above Department field.
  • Page 1: Section 2: Tester’s Names section: Section renamed from “Tester’s Results” to "Tester’s Names".
  • Page 1: Section 2: Tester’s Names section: Section redesigned.
30.11.2016 FHS026 New

Title: UCT No-Fault Insurance for Research-related Bodily Injury Risk Assessment
When to use: When assessing risk for the UCT No-Fault Insurance for Research-related Bodily Injury.

28.11.2016 FHS013 Update
  • Page 3: Protocol profile section: 3.3.1 derived and expanded from the original 3.3.
  • Page 3: Protocol profile section: Note below 3.3.1 inserted.
  • Page 3: Protocol profile section: 3.3.2 derived and expanded from the original 3.3.
22.11.2016 DDB06 Update
  • Page 1: All sections: Forms fields removed to facilitate input of images in signature fields.
18.11.2016 HR190 Update
  • Page 1: Details of Request section: Note about Microsoft Excel format removed.
  • Page 1: Details of Request section: Weekly option removed from the Report frequency field.
  • Page 2: Output fields required on report section: Disability indicator option removed from Personal data sub-section.
  • Page 2: Output fields required on report section: Mailing address option removed from Other data sub-section.
  • Page 2: Output fields required on report section: Tea club option removed from Memberships and unions sub-section.
  • Page 3: Output fields required on report section: Disability Information paragraph removed.
18.11.2016 HR140 Update
  • Page 1: Leave Details section: Sick leave field informational text added to field label: “Monthly salary will be reduced once sick leave full pay is used up”.
18.11.2016 HR101 Update
  • Page 1: Address Details section: Postal Address fields removed.
17.11.2016 NRF Fund Maintenance Update
  • Page 2: List of contacts in Central Research Finance section: Science Faculty extension numbers updated.
10.11.2016 R&I18 Update
  • Page 1: Information section: Deadline dates updated.
  • Page 1: Information section: Outcome date updated.
  • Page 1: Applicant Particulars section: First name field added.
  • Page 1: Applicant Particulars section: Unit added to Department/ Institute / Centre field.
  • Page 1: Applicant Particulars section: Telephone field added.
  • Page 2: Equipment Applied For section: Cost of equipment field split into A and B fields.
  • Page 2: Detailed Budget section: List items prefixed with A - E.
  • Page 3: Detailed Budget section: Questions reworded and additional questions added.
  • Page 5: To be completed by applicant section: New section added.
  • Page 5: To be completed by Head of Department section: Name field added.
  • Page 5: Approved by the Chair of the Faculty Equipment Committee section: Name field added.
  • Page 5: To be completed by Dean section: Name field added.
08.11.2016 SAP08 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: SAP Finance change of authorisations.
04.11.2016 MM007c Update
  • Page 1: DHL details section: DHL contact email address updated.
  • Page 1: DHL details section: DHL contact telephone number updated.
04.11.2016 FM040 Update
  • Page 1: UCT Staff information section: Wording amended to include reference to contact numbers and email address.
  • Page 1 :WCG staff and honorary or other staff information section: Fax number removed.
  • Page 1: Personal details section: Surname field updated to include Name and Surname.
  • Page 1: Personal details section: Initials field removed.
  • Page 1: Personal details section: Department field updated to include Room, Level , Department and Building.
  • Page 1: Personal details section: Street Address and Postal code field added..
01.11.2016 HR122 Update
  • Page 1: Claim Details section: Reference to "tick" removed from Examiner's Fee field.
28.10.2016 ACA40 Update
  • Page 1: Notes section: Point 6 added to the Notes. “Please attach substantiating evidence in support of your motivation (for example: work contract, visa which expires, flight booking and quote showing cost of changing the booking)”.
  • Page 1: Student Details section: Reason for application field updated with additional wording "Attach substantiating evidence".
27.10.2016 HR157 Update
  • Page 1: Deferred Retirement section: Second bullet added to the Notes.
    “You may not elect to become a deferred pensioner if you have an outstanding housing loan amount which is deductible from your fund credit or if you owe money to UCT which is, or may be, deductible from your benefit in terms of the law.”
27.10.2016 HR153 Update
  • Page 1: Payment of UCTRF Benefit section: Note added under Deferred pensioner option.
    “Note: You may not elect to become a deferred pensioner if you have an outstanding housing loan amount which is deductible from your fund credit or if you owe money to UCT which is, or may be, deductible from your benefit in terms of the law.”
27.10.2016 ACA40 Update
  • Page 1: Header: Examinations Office address details updated.
  • Page 2: Proctoring requested table: "(position or job title)" added to Authority of Proctor field.
  • Page 2: Declaration to be completed by proctor: Reference to invigilator added.
  • Page 3: Instructions to Proctors: Reference to invigilator added.
  • Page 6: Proctor Session Report: Reference to invigilator added.
21.10.2016 HR125 Update
  • Page 1: Notes section: Wording of last bullet point changed from:
    “The University Council has determined that students who qualify for both the staff tuition rate and an entrance or faculty scholarship, will have their scholarship adjusted pro-rata to the staff tuition rate percentage. The adjustment will be processed after the staff tuition rate has been processed by the Fees Office.”
    to
    “The University Council has determined that students who qualify for both a tuition fee at the staff tuition rate, and a UCT- funded scholarship (Entrance, Faculty, VC, Achievement), will have the scholarship adjusted equivalent to the staff tuition rate percentage. By way of example, where the staff tuition rate means a fee that is 25% of the full tuition fee, the scholarship will be paid at the level of 25% of its full value. The adjustment will be processed after the staff tuition rate has been processed by the Fees Office. The scholarship will initially be awarded in full, as the Funding Office is unaware of who qualifies for the staff tuition rate until such time as the application is processed.”
20.10.2016 ACA44 Update
  • Page 2: Point 2: Last sentence removed.
  • Page 2: Paragraph in capital letters: Removed completely.
  • Page 2: Acknowledgement checklist: Point 3 wording amended to read “by early February 2017”.
  • Page 2: Acknowledgement checklist: Point 4 removed completely.
  • Page 2: Acknowledgement checklist: Point 6 (became point 5) wording amended to “I have attached a medical report where I am seeking deferment on medical grounds”.
  • Page 3: Medical Certificate: Second sentence removed completely.
20.10.2016 ACA40 New

Title: Application to write an exam at a place off campus (November 2016/January 2017)
When to use: This form must be completed by students wishing to apply to write an exam at a place off campus for November 2016/January 2017.

19.10.2016 ACA44 New

Title: Deferred Examination Application Form – 2016
When to use: When a student wishes to apply to defer their examinations for the 2016 period due to illness or other good cause.

05.10.2016 ACA43 Update
  • Page 1: Instructions: First bullet point wording amended to "...granted on condition that they show they are fit for study before being allowed to resume their studies."
  • Page 1: Instructions: Third bullet point wording amended to "The application will be considered by the Fit for Study Panel along with this confidential report (option A). Where a student was not treated by a health professional, option B must be completed."
  • Page 1: Medical report declaration section: Heading amended to "Medical/psychological report declaration".
01.10.2016 FHS003 Update
  • Form reviewed and completely reworked.
28.09.2016 ACA43 New

Title: Application to return from Leave Of Absence
When to use: When a student wishes to apply to resume their studies after returning from a Leave of Absence (LoA).

27.09.2016 HR158 Update
  • Page 1: Section 3 Declaration for drawdown exceeding actuary’s maximum: “Signature of spouse” field removed.
  • Page 1: Section 6 Member declarations and signature: Title changed from “Member and spouse / life partner declarations and signatures” to “Member declaration and signature”.
  • Page 1: Section 6 Member declarations and signature: Wording of acknowledgement bullet points adjusted from “my/our” to “my”.
  • Page 1: Section 6 Member declarations and signature: Line for spouse / life partners signature removed.
27.09.2016 HR157 Update
  • Page 1: Section 1 Personal Details: Marital status field and note about divorce removed.
  • Page 1: Section 2 Spouse / Life Partner Details: Section removed completely resulting in renumbering of subsequent sections, sub-sections and section references throughout the form.
  • Page 2: Section 8 Member declaration and signature: Title changed from “Member and spouse / life partner declaration and signature” to “Member declaration and signature”.
  • Page 2: Section 8 Member declaration and signature: Wording of acknowledgement bullet points adjusted from “I/we”  to “I”.
27.09.2016 HR101 Update
  • Page 1: Personal Details section: Date SA citizenship acquired question reformatted to a Yes/No question and reworded to "(If a South African citizen but NOT by birth) Did you acquire this citizenship on or before 26 April 1994?".
22.09.2016 FHS001 Update
  • Page 1: Instructions section: Second bullet point changed reference from Registrars Office to Contracts Office.
  • Page 1: Instructions section: Third bullet point updated to include email submission details.
  • Page 1: A. Project Profile section: Name, Signature and Date text added to the Project leader field.
  • Page 1: A. Project Profile section: Head of Department field added.
  • Page 1: B. Budget section: Wording added "Please provide a motivation for exemption or reduction in cost recovery".
  • Page 1: B. Budget section: Heading added "Prepared / checked by:".
  • Page 1: B. Budget section: Name, Signature and Date text added to the Faculty Management Accountant field.
  • Page 1: B. Budget section: "Approved by:" section numbered (iii).
  • Page 1: B. Budget section: Name, Signature and Date text added to the Dean field.
  • Page 1: C. Documentation section: Documents forwarded to Registrars Office field updated to Documents forwarded to Contracts Office.
  • Page 1: C. Documentation section: Date forwarded to Contracts Office field added.
13.09.2016 BOB001 New

Title: Business Objects Hierarchy
When to use: When you want to see which General Ledger (GL) account is linked to which GL grouping in the Business Objects (BOB1) reporting hierarchy.

13.09.2016 DDB04 Update
  • Page 1: Initial section: Department, Supervisor, Thesis Title fields re-ordered.
  • Page 1: Checklist section: Wording added in point 1 "I attach a letter of support (optional)".
  • Page 1: Checklist section: Wording added in point 3 "...three to five people".
  • Page 1: Checklist section: Wording amended in point 5 from "graduation booklet" to "graduation programme".
  • Page 1: Checklist section: Submission of Citations section added.
12.09.2016 FHS007 Update
  • Page 1: Staff changes section: Reference to 8.3 in the New Protocol Application Form - FHS013 updated.
09.09.2016 HR201 Update
  • Page 1: Postal address field row: Postal code field added.
  • Page 1: Residential address field row: Postal code field added.
08.09.2016 INS03 Update
  • Page 1: Note section: Applicable Excesses due by department / Assets sub-section: Theft / accidental damage removed.
  • Page 1: Note section: Applicable Excesses due by department / Assets sub-section: Laptops removed.
  • Page 1: Note section: Applicable Excesses due by department / Assets sub-section: Damage/ theft added.
07.09.2016 SD004 Update
  • Page 1: Instructions section: Date field formatting indicated as (dd/mm/year).
  • Page 1: Instructions section: Customer number field added.
  • Page 1: Instructions section: Reference No field added.
  • Page 1: Instructions section: First bullet point updated to include reference to entity or company.
  • Page 1: Instructions section: Second bullet point added.
  • Page 1: Instructions section: Third bullet point added.
  • Page 1: Instructions section: Fourth bullet point referring to help document removed.
  • Page 1: Department and Sales Area details section: Removed.
  • Page 1: Customer Details section: Renamed as section 1.
  • Page 2: Certification for the Organisation / Entity / Individual section: Statement wording updated.
  • Page 2: Documentation section: New section added.
  • Page 2: Department Details section: New section added.
  • Page 2: Faculty Finance section: New Other field added.
  • Page 2: Debtors Department Use section: Name / Signature / Date fields added.
26.08.2016 FHS025 New

Title: Vendor Request Application
When to use: When submitting a request for a new, temporary or student vendor.

25.08.2016 HR153 Update
  • Page 1: Personal Details section: Note wording changed from “If you were ever divorced and your date of divorce coincides with your employment with UCT, a certified copy..” to “If your divorce was finalised during the period of your UCTRF membership, a certified copy…”.
  • Page 1: Personal Details section: Note wording last sentence changed from “please provide full contact details of the ex-spouse” to “please attach full contact details of the ex-spouse”.
  • Page 1: Payment of UCTRF Benefit section: Added “100%” to the Deferred pensioner option so it reads “Leave your benefit (100%) in the UCT Retirement Fund”.
  • Page 2: Point 1: Changed from “You may receive your retirement benefit at any time from age 55 onwards. Alternatively, you may transfer your funds into a preservation fund or retirement annuity of your choice before you retire.” to “You may withdraw from the UCTRF at any time or you may retire from the UCTRF from age 55 onwards. On withdrawal or retirement from the UCTRF you will need to complete the necessary form and may elect any of the options available to members of the UCTRF.”
  • Page 2: Point 5: Deleted “At any time after the age of 55 you may select one of the pension options allowed by the Fund. Write to the UCTRF Principal Officer. Email enquiries to uctrf-enquiries@uct.ac.za.”
  • Page 2: New point 5: Start of the sentence changed from “If you die before your normal retirement date or before payment of the pension commences, the withdrawal benefit…” to “If you die while still a member of the UCTRF, the withdrawal benefit…”.
  • Page 2: New point 6: Second bullet point removed “The separate death-in-service and disability benefit in accordance with the death-in-service and disability insurance effected by the Employer for the benefit of members unless the deferred pensioner has elected to continue this benefit at his or her own cost; and”.
  • Page 2: New point 6: Extra paragraph appended “For 30 days after your date of withdrawal as an employee, you will remain covered for your death cover under the separate death-in-service and disability benefit in accordance with the death-in-service and disability insurance effected by the Employer for the benefit of members, after which the benefit will cease.”
  • Page 2: Note section: Wording at start of sentence changed from “When you retire…” to “If you retire…”.
22.08.2016 R&I29 Update
  • Page 1: Applicant/ Nominee Particulars section: Application field updated to indicate New HRA / New HRAf / Renewal HRA /Renewal HRAf
  • Page 2: Note section: Address details updated.
19.08.2016 DDB05 Update
  • Page 1: Signature section: Signature field and Print name field columns swapped.
17.08.2016 SAP04 Update
  • Page 1: Information section: Reference to Fax number (021 650 4897) removed.
  • Page 1: Information section: Reference to Room 238.6 updated to Room 240.
17.08.2016 SAP03 Update
  • Page 1: Information section: Reference to Fax number (021 650 4897) removed.
  • Page 1: Information section: Reference to Room 238.6 updated to Room 240.
17.08.2016 SAP02 Update
  • Page 1: Information section: Reference to Fax number (021 650 4897) removed.
  • Page 1: Information section: Reference to Room 238.6 updated to Room 240.
15.08.2016 HR101 Update
  • Page 1: Personal Details section: Date citizenship acquired option changed from “April 1994 or earlier” to “26 April 1994 or earlier".
  • Page 1: Personal Details section: Date citizenship acquired option changed from  “Post April 1994” to “27 April 1994 or later”.
11.08.2016 HR180 Update
  • Page 1: Course Details section: Qualification requirement (selection options) field added.
11.08.2016 SD005 Update
  • Page 1: Instructions section: Reference to Finance department added to fourth bullet.
  • Page 1: Requested by section: Name Details field updated to Requestor Name.
  • Page 1: Requested by section: Department / Faculty field added.
  • Page 1: Requested by section: Print Name of Requestor field updated to Print name of Fund Holder.
  • Page 1: Requested by section: Fund Holder Email field added.
  • Page 1: Requested by section: Signature field updated to Signature of Fund Holder.
  • Page 1: Checked by Faculty / Dept of Finance section: Email field added.
  • Page 1: Approved by Debtors Manager section: Email field added.
08.08.2016 R&I34 New

Title: Memorandum of Understanding between Host and Honorary Research Affiliate (HRAf)
When to use: Used by departments when applying to appoint an Honorary Research Affiliate (HRAf). It covers new and renewal applications.

08.08.2016 R&I29 Update
  • Page 1: Title: Reference to Honorary Research Affiliate (HRAf) added.
  • Page 1: When is this form used section: Reference to Honorary Research Affiliate (HRAf) added.
  • Page 1: When is this form used section: Link to the Application Process: HRA and HRAf) inserted.
  • Page 1: Where should this form be sent section: Reference to Honorary Research Affiliate (HRAf) added.
  • Page 1: What other documentation needs to be completed and included with this application section: Reference and link to Memorandum of Understanding between Host and HRAf (R&I34) added.
  • Page 1: Required Attachments section: Checklist rearanged and Completed R&I34 added to the list.
  • Page 1: Applicatio approved by section: Host (HRAf only) added as a signatory.
01.08.2016 FHS013 Update
  • Page 3: Section 3.3: New section added to indicate choice of a full review or expedited review.
  • Page 4: Section 3.6: Reference to "corporate insurance policy" replaced with "sponsors insurance policy".
  • Page 14: Submission details section: Fax number removed.
29.07.2016 HR190 Update
  • Page 1: Faculty or department required: Departments with PASS staff categories only sub-section: "UCT Innovation" field changed to "Research Contracts & Innovation".
26.07.2016 SD007 Update
  • Page 1: Invoice details section: 34 character limit removed on detailed description of invoice field.
26.07.2016 SD006 Update
  • Page 1: Invoice details section: 34 character limit removed on detailed description of invoice field.
26.07.2016 SD003 Update
  • Page 1: Invoice details section: 34 character limit removed on detailed description of invoice field.
26.07.2016 SD002 Update
  • Page 1: Invoice details section: 34 character limit removed on detailed description of invoice field.
26.07.2016 SD001 Update
  • Page 1: Invoice details section: 34 character limit removed on detailed description of invoice field.
25.07.2016 HR159 New

Title: Debit order - Retirees and beneficiaries
When to use: This form is used when a retiree has elected to continue their membership of the medical aid scheme or the UCT Separate Group Life Assurance scheme. It is also used to change bank details for an existing debit order.

25.07.2016 HR158 New

Title: UCTRF Living Annuity
When to use: This form is only used in conjunction with the HR157 UCTRF Retirement form.

25.07.2016 HR157 New

Title: UCTRF Retirement
When to use: This form is used for retirement from the UCT Retirement Fund (UCTRF), after consultation with the Retirement Officer or the UCTRF Office.

20.07.2016 FM032 Update
  • Page 1: Notes section: Additional wording appended to second bullet point. ("The Purchase Order must be dated prior to the applicant leaving on their trip.")
19.07.2016 HR161 Update
  • Page 1: Notes section: Second bullet references to category A and B removed.
  • Page 1: Membership section: First bullet removed referring to permanent academic staff.
  • Page 2: When do I complete this form? section:  References to category A and B removed.
  • Page 2: Note section: First bullet removed referring to permanent academic staff.
19.07.2016 HR160 Update
  • Page 1: Notes section: Second bullet references to category A and B removed.
  • Page 1: Membership section: First bullet removed referring to permanent academic staff.
  • Page 2: When do I complete this form? section:  References to category A and B removed.
  • Page 2: Note section: First bullet removed referring to permanent academic staff.
18.07.2016 R&I31 Update
  • Page 1: Submission deadline: Current year and relevant deadline dates updated.
  • Page 1: Submission requirements: Contact person details updated.
  • Page 1: Submission requirements: Relevant deadline dates updated.
13.07.2016 FM005 Update
  • Page 1: BENEFITS Staff Benefits section: 1130 VOLUNTARY SEVERANCE PACKAGE (VSP) – PERM added.
  • Page 1: BENEFITS Staff Benefits section:1133 VOLUNTARY SEVERANCE PACKAGE (VSP) – FIXED TM STF added.
11.07.2016 SD007 Update
  • Form reviewed and completely reworked.
11.07.2016 SD006 Update
  • Form reviewed and completely reworked.
11.07.2016 SD003 Update
  • Form reviewed and completely reworked.
11.07.2016 SD002 Update
  • Form reviewed and completely reworked.
11.07.2016 SD001 Update
  • Form reviewed and completely reworked.
08.07.2016 NRF fund maintenance - Applying for new NRF funds Update
  • Page 1: UID Number section: Shading removed in the sixth block.
06.07.2016 INS02 Update
  • Page 1: Overseas travel details section: Dates of UCT business field added.
  • Page 1: Overseas travel details section: Dates of personal days field added.
06.07.2016 FM006 Update
  • Page 3: SALES-REV Sales Revenue section: 766 GOB STAFF COST RECOVERY added.
06.07.2016 FM005 Update
  • Page 4: SAL-TEMP Contr & Temp Staff Salaries section: 1766 GOB STAFF COST RECOVERY added.
06.07.2016 HR101 Update
  • Page 2: Personal Contact Details section: Private non-UCT email address field added for IRP5 purposes.
05.07.2016 TA03 Update
  • Page 1: Indemnity section: Existing text font size increased and formatted to bold.
05.07.2016 TA02 Update
  • Page 1: Indemnity section: Existing text font size increased and formatted to bold.
05.07.2016 TA01 Update
  • Page 1: Indemnity section: Existing text font size increased and formatted to bold.
04.07.2016 FHS002 Update
  • Page 4: Final Clearance section: Deputy Dean electronic signature field updated to include authorised representative.
29.06.2016 FHS021 Update
  • Page 9: Submission details section: Physical address details updated.
29.06.2016 FHS013 Update
  • Page 1: Section 1: First row of table reformatted to accommodate missing text.
  • Page 13: Submission details section: Physical address details updated.
29.06.2016 FHS003 Update
  • Page 2: Submission details section: Physical address details updated.
24.06.2016 ACA10 Update
  • Page 1: Instructions section: Contact details for form submission updated.
24.06.2016 FHS013 Update
  • Page 1: Section 1: Renamed from General information to Protocol information.
  • Page 1: Section 1: Sub-study field wording amended to include an extension study.
  • Page 1: Section 1: New field added (Please comment briefly on safety and efficacy findings of the existing/main study that may have relevance to this application.)
  • Page 4: Section 3: UCT no-fault insurance policy field note updated to refer to the use of the HREC wording in the Consent Form as per the HREC SOP.
22.06.2016 PS01 Update
  • Page 1: Applicant details section: Mobile field added.
  • Page 2: Line manager section: Fee increased from R250 to R350.
20.06.2016 FHS012 Update
  • Page 1: Section 2: Field row reformatted to accommodate additional text input.
  • Page 1: Section 3: Field 3.1 and 3.2 row reformatted to accommodate additional text input.
20.06.2016 FHS011 Update
  • Page 1: Section 2: Field row reformatted to accommodate additional text input.
  • Page 1: Section 3: Field 3.1 and 3.2 row reformatted to accommodate additional text input.
14.06.2016 R&I09 Update
  • Page 2: Section B: New field added (Total no. of UCT authored pages (in the case of funding request for chapters).
  • Page 3: Section C: Text added (Please submit the draft copy of your article (or published article).
  • Page 3: Section C: Additional journal checkboxes added (Scopus / Norwegian List / ScieLOSA).
  • Page 4: Section C3: Draft copy of your article (or published article) added to checklist.
10.06.2016 SAP10 New

Title: SAP Finance System Investigation
When to use: When recording system support tasks that require further investigation before a development is requested.

10.06.2016 SAP06 Update
  • Page 1: Submission information: Submission details updated.
  • Page 1:Submission Details section: Field H updated from Tester to Testers.
  • Page 1:Submission Details section: Section M System Approval added.
  • Page 1: Complexity rating section: Section title updated.
  • Page 1: Complexity rating section: Factors considered in complexity rating field added.
  • Page 1: Complexity rating section: Date logged as Development request system on CMR.
07.06.2016 R&I08 Update
  • Page 1: Deadline dates: New deadline dates updated.
  • Page 1: Eligibility section: First point added relating to Permanent and T2 contract.
  • Page 1: Eligibility section: Third point relating to, staff on contract and employed on academic conditions of service, removed.
  • Page 1: Submission requirements section: Note added to indicate all fields are compulsory.
  • Page 2: Section 1: UCT appointment date field changed to Date of first UCT appointment.
  • Page 2: Information section: Note removed.
  • Page 5: Section 6: Last point updated to confirm that the conference travel will occur within contract period.
  • Page 6: Research Office use only section: Table reformatted.
06.06.2016 R&I33 New

Title: Computer Equipment Application
When to use: When faculties wish to apply for strategic computer research equipment items from the Advanced Computing Committee (ACC).

01.06.2016 HR210 Update
  • Form thoroughly reviewed and numerous improvements made to design and standardisation.
31.05.2016 SAP03 Update
  • Page 2: Section G: Role Approver for Systems Division, SAP Support updated to Glenn Hurlow.
30.05.2016 PS01 Update
  • Page 1: Notes section: Bullet point two information updated.
  • Page 3: Course information: Various courses and associated detailed information removed ( MCC100; MCC101; ENR103; FDC100; FDC101).
  • Page 3: Course information: New course and associated detailed information added (CMS100).
26.05.2016 SD006 Update
  • Page 1: Customer details section: Company Name input form field reinstated.
25.05.2016 ACA15 Update
  • Page 1: Note section: Example supplied elaborated.
  • Page 1: Section B: Motivation for approval role: New section added.
24.05.2016 ACA15 Update
  • Form layout revised and reformatted.
24.05.2016 ACA14 Update
  • Form layout revised and reformatted.
20.05.2016 FHS008 Update
  • Page 1: Section 3: First checkbox list item separated out into two distinct checkbox list items.
18.05.2016 SAP04 Update
  • Page 1: Section B: New checkbox field 1.4 added.
18.05.2016 HR202 Update
  • Page 1: Note section: Third bullet re-worded to reflect new completion process (form now completed by Line Manager / Chair and sent to HRP).
  • Page 3: Where do I send this form? section: Updated to reflect new completion process.
18.05.2016 HR169 Update
  • Page 1: Appointment Details section: Line break added between first and second lines of table to increase visibility of both lines.
  • Page 1: Appointment Details section: Appointment category field option A and B emphasised with bold text and descriptive text moved down a line.
18.05.2016 HR153 Update
  • Page 1: Notes section: Third bullet point added to indicate that an ID document copy is required.
  • Page 1: Payment of UCTRF benefit section: Option C changed from “Transfer benefit to new employer’s retirement annuity” to “Transfer benefit to a retirement annuity.”
  • Page 3: Where do I send this form? section: Information added that a copy of the ID document is required.
13.05.2016 ACA034 Update
  • Page 1: Section A: Session field added below First Year Offered field.
12.05.2016 SAP03 Update
  • Page 2: Section G: Role Approver for Head - Assets Accounting, General Ledger updated to Noluvuyo Mafusini.
09.05.2016 AS001 Update
  • Page 1: 1.3 User Details Section: ORG CODE field note added to indicate 3 letter alpha code required.
  • Page 1: 1.3 User Details Section: BLDG CODE field removed.
06.05.2016 HR210 Update
  • Form reviewed and completely reworked.
05.05.2016 MM029 Update
  • Page 1: Information section: UCT eProcurement physical address added.
05.05.2016 MM028 Update
  • Page 1: Section A: Are you a fund holder field removed.
  • Page 1: Section A: Fund centres field removed.
  • Page 1: Section C: Reference to UCT eTravel updated to UCT eProcurement.
28.04.2016 FHS024 New

Title: Application Form for Minor CAPEX Projects ( < R100 000)
When to use: For any Minor UCT space project which is less than R100 000, including self-funded projects.

28.04.2016 FHS023 New

Title: Application Form for Major CAPEX Projects (Second Phase)
When to use: For any Major UCT space project which exceeds R100 000, including self-funded projects.

28.04.2016 FHS022 New

Title: Application Form for Major CAPEX Projects (First Phase – Preliminary Request)
When to use: For any Major UCT space project which exceeds R100 000, including self-funded projects.

21.04.2016 R&I32 New

Title: Hosting a Conference Report
When to use: When reporting on a conference that the university has hosted and funded by the URC.

19.04.2016 MM028 Update
  • Page 1: Title: Changed to "Fund Centre and functional access for UCT eProcurement",
  • Page 1: Information section: Wording for first two sub-point elaborated.
  • Page 1: Information section: Reference to eShopping added.
  • Page 1: Information section: UCT eProcurement address added.
  • Page 1: MyMarket Roles section: Section renamed from "MyMarket Travel Role/s" to "MyMarket Role/s".
  • Page 1: MyMarket Roles section: Option D added "I need access to UCT eShopping e.g. Waltons".
  • Page 1: MyMarket Roles section: Option E updated to "Do you have a PCard" as well as distinct area for entering last 4 digits of the PCard.
  • Page 1: Management Agreement section: Information wording updated with reference to eProcurement.
18.04.2016 R&I16 Update
  • Page 1: Deadline for submission section: Deadline date updated.
  • Page 1: Committee Meeting Date section: Dates updated.
  • Page 1: Outcome date section: Date updated.
12.04.2016 SD009 New

Title: Request Write Off for Bad Debts
When to use: When an overdue or unpaid invoice has been identified as a bad debt write off as per bad debt procedure or when motivation is been submitted for consideration as a bad debt write off.

11.04.2016 MM003 Update
  • Page 1: Instructions section: Reference to Nedbank application form updated.
11.04.2016 HR200 Update
  • Page 2: Recruitment advertising media deadlines section: Removed reference to UCT Monday Monthly.
11.04.2016 HR167 Update
  • Page 1: Composition of committee section: PASS staff field changed from "2 members chosen from a panel of 4", to "2 members chosen from a panel of 6" (1 chosen from panel of 2 in PC 1 – 4 and 1 chosen from panel of 4 in PC 5 – 13).
11.04.2016 HR164 Update
  • Page 1: Notes section: Removed reference in second bullet to 9 – 13 as form now used for all PASS selection committees.
  • Page 1: Notes section: Replaced last 3 bullets with 2 new bullets detailing form use and relevant policies for PC 1 -8 and PC 9 – 13, including the additional HR202 form requirement for PC 9 – 13.
  • Page 1: Membership section: First point removed requiring membership to consist of permanent staff only.
  • Page 2: When do I complete this form? section: Removed reference to PC 9 -13 as form now used for all PASS selection committees.
  • Page 2: Where do I send this form? section: Split explanation into two sentences to cover PC 1 - 8 and PC 9 – 13.
  • Page 2: What other forms do I need to complete? section: Added “PC 9 – 13” reference at beginning of sentence.
11.04.2016 HR102 Update
  • Page 1: Change details section: "Job evaluation upgrade" field changed to "Job evaluation outcome".
  • Page 1: Change details section: “Attach job evaluation outcome documents” wording added to "Job evaluation outcome" field.
11.04.2016 MM016 Update
  • Page 1: Notes to vendors section: Purchasing Office telephone number updated.
  • Page 1: Notes to purchasers section: Purchasing Office telephone number updated.
07.04.2016 SD007 Update
  • Page 1: Instructions section: Reference to SD002 inserted.
  • Page 1: Header section: Special instructions field added.
  • Page 1: Clearing invoice section: New fields added.
  • Page 1: Invoice details section: New fields added.
  • Page 1; Fund Holder (or nominee) section: Fields updated.
  • Page 1: Faculty Finance Officer section: Agreement statement added.
  • Page 1: Office Use section: Replaced Debtors Department section.
07.04.2016 SD006 Update
  • Page 1: Instructions section: Reference to SD001 inserted.
  • Page 1: Header section: Additional fields added.
  • Page 1: Customer Details section: Various fields updated.
  • Page 1: Invoice details section: VAT Status and Levy % field headings changed.
  • Page 1; Fund Holder (or nominee) section: Fields updated.
  • Page 1: Faculty Finance Officer section: Agreement statement added.
  • Page 1: Office Use section: Replaced Debtors Department section.
07.04.2016 SD004 Update
  • Page 1: Title: Changed to "Customer Application Form".
  • Page 1: Checkboxes above Instructions: Checkboxes added to indicate new application or update of existing customer.
  • Page 1: Instructions section: Instructions updated with reference to associated help document.
  • Page 1: Section 1: Renamed to "Departmental and Sales Area Details".
  • Page 1: Section 1: New fields added (Faculty / Department).
  • Page 1: Section 2: Customer details fields revised.
  • Page 1: Section 2: Physical and Postal Address fields added.
  • Page 1: Section 3: New section added (Contact Person).
  • Page 1: Section 4: New section added (Accounts Person).
  • Page 2: Section 5: New section added (Certification for the Organisation).
  • Page 2: Section 6: New fields added.
  • Page 2: Section 7: New Section added (For Faculty / Department Use).
  • Page 2: Section 8: New Section added (Debtors Department Use).
04.04.2016 NRF fund maintenance - Closing a fund Update
  • Page 2: List of contacts section: Contact details updated.
04.04.2016 NRF fund maintenance - Applying for new NRF funds Update
  • Page 2: List of contacts in Central Research Finance section: Contact details updated.
23.03.2016 DDB05 Update
  • Page 1: Heading: Title changed to "Committee of Assessors Recommendation".
  • Page 1: Note section: Note added indicating purpose of the form.
  • Page 1: Personal details section: "Candidate" field changed to "PhD Candidate Full Name".
  • Page 1: Personal details section: "Student Number" field added.
  • Page 1: Recommendation A section: Recommendation wording updated.
  • Page 1: Recommendation C section: Recommendation wording updated.
18.03.2016 ACA039 Update
  • Page 1: Heading : "Other Approved Location/Online Proctoring" wording removed from heading.
  • Page 1: Note section: Note 1 "another university or an approved location off campus" wording replaced with "home institution".
  • Page 1: Note section: Point 2, 3 and 5 removed completely.
  • Page 1: Proctor Details section: Option of online proctoring removed.
  • Page 2: Reason for request section: New section added.
  • Page 2: Deposit Details section: First note referring to online proctoring removed.
  • Page 2: Deposit Details section: Second note "Proctoring" added as an option.
18.03.2016 FM003 Update
  • Page 1: Section A: Source of Funds field: Names of the Investment Portfolios updated in line with the UCT Investment Policy (INV002).
  • Page 1: Section A: Source of Funds field: Field added to indicate linked operating fund (requirement of investment fund in line with the UCT Investment Policy.)
08.03.2016 FM049 Update
  • Page 1: Mileage rate section: Effective date changed to 1 March 2016.
  • Page 1: Mileage rate section: Mileage rate changed from R3.18 to R3.29.
  • Page 1: S&T section: Effective date changed to 1 March 2016.
  • Page 1: S&T section: S&T Meals and incidentals rate changed from R353 to R372
  • Page 1: S&T section: S&T Incidental costs rate changed from R109 to R115.
08.03.2016 FM033 Update
  • Page 1: Section B Breakdown of Expenditure: Effective date changed to 1 March 2016.
  • Page 1: Section B Breakdown of Expenditure: Mileage rate changed from R3.18 to R3.29.
  • Page 1: Section B Breakdown of Expenditure: S&T Meals and incidentals rate changed from R353 to R372
  • Page 1: Section B Breakdown of Expenditure: S&T Incidental costs rate changed from R109 to R115.
08.03.2016 FM032 Update
  • Page 1: Section B Allowance: Local travel rate changed from R109 to R115 for incidental costs.
  • Page 1: Section B Allowance: Meals and incidentals rate changed from R353 to R372.
08.03.2016 FM030 Update
  • Page 1: Information section: Effective date changed to 1 March 2016.
  • Page 1: SARS rates per km section: Motor vehicle rate changed from R3.18 to R3.29.
  • Page 1: SARS rates per km section: Motor cycle rate changed from R2.31 to R2.30.
04.03.2016 FHS006 Update
  • Page 1: First Note section: Note amended to indicate that incomplete amendment submissions will not be reviewed.
  • Page 1: Comments from the HREC to the Principal Investigator section: Note added to indicate protocol amendment does not grant annual approval.
02.03.2016 HR180 Update
  • Page 3: Administrative Clearance (Office Use Only) section: Changed Bursary Amount from R5000 to R7000.
  • Page 4: When do I complete this form? section: First bullet in Notes – Changed maximum from R5000 to R7000.
02.03.2016 HR156 Update
  • Page 1: Notes section: Second bullet – indicated that optional group life cover will increase both separate death and lump sum disability cover.
  • Page 1: Notes section: Third bullet – changed “Retirement Office” to “Retirement Officer”.
  • Page 1: Notes section: Fourth bullet – expanded explanation of maximums to include T2 contract staff in addition to permanent staff.
  • Page 1: Notes section: Fifth bullet – indicated that if cover not already at the maximum, it may only be increased if number of dependants increases.
  • Page 1: Notes section: Authority for optional cover section: Changed “death cover” in first sentence to “death and lump sum disability cover”.
  • Page 1: Notes section: Authority for optional cover section: Changed “deemed pensionable salary” to “annual deemed pensionable amount”.
  • Page 1: Notes section: Authority for optional cover section: Added reference to the compulsory 3 x annual deemed pensionable amount cover for T2 contract staff.
  • Page 2: When do I complete this form? section: First paragraph: Indicated that optional group life cover will increase both separate death and lump sum disability cover.
  • Page 2: When do I complete this form? section: Second paragraph: Expanded the maximums information to include T2 contract staff.
  • Page 2: When do I complete this form? section: Second bullet under Notes: Included reference to T2 compulsory cover. Expanded information on premiums and taxation as a fringe benefit.
  • Page 2: Where do I send this form? section: Changed “Retirement Office” to “Retirement Officer”.
02.03.2016 HR152 Update
  • Page 1: Notes section: Adjusted fifth note to indicate that total retirement fund contributions exceeding 27.5% or R350 000 will be taxed.
  • Page 1: Section A: Personal Details section: Combined Identity number and Staff number fields into the same table row.
02.03.2016 HR147 Update
  • Page 2: When do I complete this form? section: Second bullet under note - Removed old systems access email address and replaced with Helpdesk contact details.
02.03.2016 HR145 Update
  • Page 2: When do I complete this form? section: Third bullet under note - Removed old systems access email address and replaced with Helpdesk contact details.
02.03.2016 HR100a Update
  • Page 3: When do I submit this form? section: Fourth bullet – changed deadline for permanent and T2 staff from ten days before the employee’s start date to one month before.
01.03.2016 MM030 New

Title: Traveller profile information for UCT eTravel
When to use: When requesting multiple traveller profile information to be loaded in UCT eTravel.

01.03.2016 MM029 New

Title: Delegated approver access for UCT eProcurement
When to use: When a fund holder delegates their approval to a staff member to approve transactions in UCT eTravel and eShopping.

29.02.2016 HR155 Update
  • Page 1: Beneficiaries section: Added Total benefit 100% to end of beneficiaries table.
29.02.2016 HR153 Update
  • Page 1: Payment of UCTRF Benefit section: Option E removed, so all references to A to E changed to A to D throughout.
  • Page 1: Payment of UCTRF Benefit section: Option A: Added “joint account” to the note.
  • Page 1: Payment of UCTRF Benefit section: Option D: Changed heading “Transfer benefit to new employer’s provident fund” to “Transfer benefit to new employer’s fund”.
  • Page 1: Payment of UCTRF Benefit section: Removed Option E “Transfer benefit to new employer’s pension fund”.
  • Page 2: Point 1: Removed last sentence “Previously this was not allowed but has now been enabled so that you can continue to preserve your funds until retirement, while allowing you to choose the preservation or annuity of your choice”.
  • Page 2: Point 5: Changed “At normal retirement age i.e. 65 or if you wish to retire early (i.e. after reaching the age of 55 years) you must select…” to “At any time after that age of 55 you may select…”
  • Page 2: Point 6: Changed “dependents” to “dependants”.
  • Page 3: When do I complete this form? section: Changed “dependant” to “dependent”.
29.02.2016 HR151 Update
  • Page 1: Beneficiaries section: Included “unborn children” in the list of relatives in Section A.
  • Page 1: Beneficiaries section: Added Witness’ name and signature to the bottom of section A.
  • Page 1: Section B: Changed “List all other persons you are supporting financially…” to “List all other persons (not listed in Section A) you are supporting financially…”.
  • Page 1: Section C: Added the word “Sections to “(not included in Sections A or B above)”.
  • Page 1: Section C: Added the Relationship column.
  • Page 2: Various instances: Changed incorrect “dependant” to “dependent” in the following places: 2b i), 3 and 4.
  • Page 2: Removed “pensioner” references from 2c) as pensioners are still members.
  • Page 2: Point 5: Changed “Please draft your motivation on the assumption that they will be acted on in the next twelve months, you can update this at any time.” to “Please draft your motivation on the assumption that it will be acted on in the next twelve months. You can update this at any time.”
  • Page 2: Point 7: Changed “If you are married in community of property, the benefit you receive from the UCTRF is excluded from the joint estate of the marriage.” to “The benefit payable by the UCTRF on a member’s death does not form part of your estate. You therefore may not allocate it in your will.”
  • Page 2: Point 8: Added “time” to “This allows the Trustees time to trace dependants.”
  • Page 2: Point 8: Changed end of sentence “within three to four months” to “sooner if they have all the relevant information”.
29.02.2016 HR150 Update
  • Page 1: Investment Choice section: Added “(Total amount must be 100%)” to last two column headers in point 2.
  • Page 2: Investment choice information section: Second paragraph, changed “Member’s Investment Guide” to “UCTRF Investment Guide”.
  • Page 2: What other forms do I need to complete? section: Added two additional lines indicating that optionally the HR152 (UCTRF Additional Voluntary Contributions) and HR156 (Group Life Assurance Optional Cover) forms may be completed.
29.02.2016 FHS013 help document Update
  • Page 1: Note section: Added sentence regarding avoiding binder files, binder clips, paper clips and staples.
  • Page 2: Documentation checklist: Checklist updated to be consistent with updated checklist in FHS013.
29.02.2016 FHS013 Update
  • Page 12: Documentation checklist: For Full Committee Review : Points 2 and 20 added.
  • Page 12: Documentation checklist: For Expedited Review : Points 2 and 15 added.
29.02.2016 Nedbank application form Update
  • Updated form supplied by Nebank. (This application form is to be completed and sent off with the MM003 form).
26.02.2016 BAS11 New
Title: UCT Request for Building Maintenance.
When to use: When reporting a building or equipment fault or submitting a request for building or equipment maintenance or repair.
Help Document /Movie: BAS11hlp (Help document) and BAS11hlp (Help movie)
23.02.2016 ACA42 New
Title: Unregistered local student request for grace period to attend classes while fee block applies.
When to use: This form must be completed by unregistered local students applying for a grace period to attend classes while fee block applies.
Note: The grace period applies to access to classes, tutorials, libraries, Vula and laboratories. Residence accommodation is NOT covered by the grace period. International students are not eligible.
22.02.2016 ACA41 New

Title: Faculty of Heath Sciences Short Course Approval Form
When to use: When requiring faculty and Senate approval for a new short course within the Faculty of Health Sciences.

16.02.2016 ISN03 Update
  • Page 1: Note section: Laptops R15 000.00 added as a new bullet point under Assets (Other).
11.02.2016 FM030 Update
  • Page 1: SARS rates per km section: Motor cycles rate updated to R2.31.
05.02.2016 FEE011 New

Title: SRC #FundingFutures Fund.
When to use: When applying for financial assistance from the SRC #FundingFutures Fund.

05.02.2016 HR101 Update
  • Page 1: Pay information section: Note added at the bottom of the section “Acceptable proof of bank account details must be attached to this form, see page 3 for further details”.
  • Page 1: Pay information section: UCT sole employer questions re-worked into two questions; first question relates to working less than 22 hours per week; second question relates to UCT as the sole employer.
  • Page 1: Pay information section: UCT sole employer question extended by asking if UCT is the only source of income.
  • Page 1: Pay information section: Explanatory sentence added to help explain the tax implications of the answers to the question above “If working < 22 hrs per week & UCT is sole employer, taxed according to tax table. If working <22 hrs per week and UCT not sole employer, taxed at 25%”.
  • Page 3: Proof of bank account details section: New section added to help page. Explains the requirement for an attachment of a bank statement (stamped by the bank) or a letter from the bank verifying bank account details. For third party bank accounts, in addition to the bank statement or account details letter, they also need to attach a letter from the account holder verifying the staff member is authorised to use the bank account.
28.01.2016 FM006 Update
  • Page 4: REA-LEVY-I Research Levy - Income section: 766 RESEARCH STAFF COST RECOVERY – INCOME added.
28.01.2016 FM005 Update
  • Page 4: TRFS-SAL Transf-Pers Compensation Costs section: 1766 RESEARCH STAFF COST RECOVERY - EXPENSE added.
28.01.2016 HR147 Update
  • Page 1: Leave details section: Option for study and research leave pay out removed as this is only paid out on retirement (handled via HR145 form).
28.01.2016 HR100c Update
  • Page 1: Details of recommended candidate section: Verification and checks section reworked to allow for requests of checks for T1 staff (permanent and T2 checks are routinely done).
  • Page 1: Details of recommended candidate section: Credit checks question changed to “Will the staff member handle UCT finances? (appropriate checks will be completed)”.
28.01.2016 HR100a Update
  • Page 1: Personal Details section: Verification and checks section reworked to allow for requests of checks for T1 staff (permanent and T2 checks are routinely done).
  • Page 1: Personal Details section: Credit checks question changed to “Will the staff member handle UCT finances? (appropriate checks will be completed)”.
27.01.2016 INS02 Update
  • Page 1: Information section: Daily premium increased from R25.00 to R27.00.
  • Page 1: Contact details section: Room number updated.
27.01.2016 PG022 Update
  • Form reviewed and completely reworked.
27.01.2016 PG021 Update
  • Form reviewed and completely reworked.
27.01.2016 PG018 Update
  • Form reviewed and completely reworked.
27.01.2016 PG002 Update
  • Form reviewed and completely reworked.
27.01.2016 PG001 Update
  • Form reviewed and completely reworked.
27.01.2016 MM028 New

Title: Fund Centre and functional access for UCT eTravel.
When to use: For access to UCT eTravel for a staff member who travels on UCT business or books UCT travel for other staff members.

19.01.2016 SAP01 Update
  • Page 1: Information section: Contact details updated for submission of authorised form.
  • Page 2: Section H: All instances of "Purchasing Manager " replaced with "PPS Director".
19.01.2016 FM041 Update
  • Page 1: Section D: "Supported / Not supported" checkboxes replaced with "I approve / I do not approve this request".
14.01.2016 SAP03 Update
  • Page 2: Section G: Approval and Processing: SAP Business Consultant - Human Resources name updated from "Linda Jones" to "Siobhan Evans".
13.01.2016 HR180 Update
  • Page 1: Applicant details section: "Grade" field changed to "Payclass".
13.01.2016 SAP03 Update
  • Page 2: Section G: Approval and Processing: Team Leader – Systems Division, Systems Access name updated from "Tina Charles" to "Tina Seale".
11.01.2016 SAP07 Update
  • Page 1: Address section: Telephone contact details updated.
  • Various form layout improvements applied.
11.01.2016 HR190 Update
  • Page 3: How to complete this form? section: Expanded the note to include second bullet advising of process involving HR Systems & Support Office.
  • Page 3: When do I send this form? section: Old section removed and changed to "Where do I send this form?" as all forms are now routed via the HR Practitioner.
11.01.2016 ACA07 Update
  • Page 1: Section A: Reference to year updated to reflect current year.
08.01.2016 SAP09 Update
  • Page 1: Section 3: Existing fields re-ordered.
07.01.2016 PG016 Update
  • Page 1: Information section: Information wording updated to reflect current required conditions and policy changes.
07.01.2016 PG015 Update
  • Page 1: Information section: Information wording updated to reflect current required conditions and policy changes.
07.01.2016 PG014 Update
  • Page 1: Information section: Information wording updated to reflect current required conditions and policy changes.
06.01.2016 DDB09 Update
  • Page 1: Complete and return information section D: Address details replaced with instructions to complete and upload the form on PeopleSoft.
  • Page 1: Contact details section D: Email address removed and telephone number added.

2015

Date Form name Change Description of change / Details of new form
30.12.2015 FM041 Update
  • Page 1: Section D: Supported / Not supported fields added.
23.12.2015 HS11 New
Title: HS11 - Health and Safety Quarterly Inspection Report for Workshop Areas
When to use: To be completed when drawing up a Health and Safety Quarterly Inspection Report for Workshop Areas.
23.12.2015 HS11 New
Title: HS11 - Health and Safety Quarterly Inspection Report for Workshop Areas
When to use: To be completed when drawing up a Health and Safety Quarterly Inspection Report for Workshop Areas.
23.12.2015 HS10 New
Title: HS10 - Occupational Risk and Exposure Profile (OREP)
When to use: To be completed when drawing up an Occupational Risk and Exposure Profile (OREP).
23.12.2015 HS09 New
Title: HS09 - Appointment of Incident Investigator
When to use: To be completed when appointing an Incident Investigator.
23.12.2015 HS08 New
Title: HS08 - Safety, Health and Environmental Agreement
When to use: To be completed when drawing up a Safety, Health and Environmental Agreement.
23.12.2015 HS07 New
Title: HS07 - Appointment of First Aider
When to use: To be completed when appointing a First Aider.
23.12.2015 HS06 New
Title: HS06 - Appointment of SHE Evacuation Marshall
When to use: To be completed when appointing a Safety, Health and Environment Evacuation Marshall.
23.12.2015 HS05 New
Title: HS05 - Appointment of SHE Environment Representative
When to use: To be completed when appointing a Safety, Health and Environment Representative.
14.12.2015 HR100a Update
  • Page 1: Recommendation section: Removed "Recommendation" heading at top of page.
  • Page 1: Details of recommended candidate section: Renamed "Details of recommended candidate" section to "Personal details".
  • Page 1: Details of recommended appointment section: Renamed "Details of recommended appointment" section to "Appointment details".
  • Page 1: Details of recommended appointment section: Amended reasons for T1 and T2 contract appointments (> than 3 months) to align with Labour Relations Act requirements.
  • Page 1: Details of recommended appointment section: Removed “Reason for roll-over of contract” section, including "Number of roll-overs" field.
  • Page 1: Approval of recommendation be delegated authorities section: Removed signature block from bottom of page 1 (VC/DVC and EDHR signature lines moved to signature block on page 2).
  • Page 2: Appointment section: Removed "Appointment" heading at top of page.
  • Page 2: Approval of appointment and funding by delegated authorities section: Added lines for VC/DVC and EDHR approval.
14.12.2015 HR140 Update
  • Page 1: Time off in lieu of overtime section: Added a note that supporting documentation must be submitted.
  • Page 3: What supporting documentation do I need to submit? section: Added a line for time off in lieu of overtime.
07.12.2015 HS03 Update
  • Page 1: Conditions section: Address details updated in 5th bullet point.
  • Page 1: Conditions section: Telephone details updated in 6th bullet point.
  • Page 1: Course Costs and Codes section: Course costs updated.
  • Page 1: Course Costs and Codes section: Course codes updated.
04.12.2015 PG016 Update
  • Page 1: Section 4: Reference to 2016 updated.
04.12.2015 PG015 Update
  • Page 1: Section 1: Last sentence of information wording amended.
04.12.2015 PG014 Update
  • Page 1: Section 1: Last sentence of information wording amended.
03.12.2015 FHS005 Update
  • Page 1: Note section: Email address of contact person updated.
03.12.2015 FHS004 Update
  • Page 1: Note section: Three new points added.
  • Page 1: Note section: Email address of contact person updated.
  • Page 1: Office User Only section: New fields and checkboxes added.
  • Page 2: New fields added.
  • Page 3: Office User Only section: New section added.
03.12.2015 FHS003 Update
  • Page 1: Header section: Date updated to December 2015.
  • Page 3: Departmental Research Committee Review section: Note added indicating no PP signatures allowed.
  • Page 4: Research Participants section: Information notes revised in table.
  • Page 4: Research Participants section: "Other procedures" field amended to "Other procedures or roles in this study".
  • Page 7: Details of Experimental Procedures section: Notes amended to cross-reference Section 8.
  • Page 7: Details of Experimental Procedures section: First bullet point amended.
  • Page 11: Welfare Monitoring of Animals section: "Weighing frequency " column added to table.
  • Page 12: Drugs and Substances to be Administered section: Note added indicating no PP signatures allowed.
  • Page 14: Declaration section: Note added indicating no PP signatures allowed.
  • Page 17: Welfare Monitoring Sheet: Note amended to emphasize that all monitoring must be recorded on this sheet.
03.12.2015 HR145 Update
  • Page 1: Staff email for life section: New section added allowing a retiring staff member to choose whether or not they want email for life.
  • Page 2: Staff email for life section: New section added providing a brief explanation of what is offered when selecting email for life upon retirement.
30.11.2015 R&I24 Update
  • Page 1: Information section: Submission deadline dates updated to 19 February 2016 and 09 September 2016.
  • Page 1: Information section: Committee meeting deadline dates updated to 16 March 2016 and 13 October 2016.
  • Page 1: Information section: Outcome deadline dates updated to 24 March 2016 and 20 October 2016.
  • Page 2: Process section: Point three wording changed from "two times a year" to "twice a year".
  • Page 2: Details of applicant section: Staff number field added.
  • Page 2: Details of applicant section: Gender field added.
  • Page 3: Provisional budge section: Subsistence rates updated to R109.00 for incidental costs only or R353.00 for meals.
  • Page 4: Provisional budge section: Space provided to list research outputs.
27.11.2015 R&I08 Update
  • Page 1: Information section: Submission deadline dates updated to 11 March 2016; 12 August 2016.
  • Page 1: Information section: Committee meeting deadline dates updated to 14 April 2016; 15 September 2016.
  • Page 1: Information section: Outcome deadline dates updated to 28 April 2016; 29 September 2016.
  • Page 1: Eligibility section: Reference to T2 removed.
  • Page 1: Conditions section: 5th bullet point reworded fro more emphasis.
  • Page 2: Section 2: First field listing research outputs moved to the end of the section.
  • Page 4: Section 4: Subsistence rates updated to R109.00 for incidental costs only or R353.00 for meals.
  • Page 6: Section 7: Airfare quotations and list of research outputs removed from the checklist.
  • Page 6: For Research Office use only section: Field for Dean's comment added.
27.11.2015 R&I28b Update
  • Page 1: Information section: Deadline date updated to Friday, 7 October 2016.
  • Page 1: Submission of full proposals section: Deadline date updated to Friday, 7 October 2016.
27.11.2015 R&I28a Update
  • Page 1: Submission of nominations section: Deadline dates updated to 25 August 2016.
  • Page 1: Submission of nominations section: Reference to “Claude Leon 2016 Nomination” updated.
27.11.2015 R&I18 Update
  • Page 1: Information section 1: Deadline dates updated to 19 February 2016 and 18 March 2016.
  • Page 1: Information section 1: Outcome date updated to 3 May 2016.
27.11.2015 DDB08 New
  • Form reviewed and completely redesigned.
Title: DDB08 - Thesis Open Access Suppression Form
When to use: To be completed when there is a need to prevent your thesis/dissertation from being made available online via OpenUCT.
27.11.2015 FM004 Update
  • Page 1: Section 1: First field changed to "Name of fund center".
26.11.2015 R&I13 Update
  • Page 1: Information section: Submission deadline dates updated to 112 February 2016 and 22 September 2016.
  • Page 1: Information section: Committee meeting deadline dates updated to 10 March 2016 and 20 October 2016.
  • Page 1: Information section: Outcome deadline dates updated to 17 March 2016 and 27 October 2016.
26.11.2015 R&I12 Update
  • Page 1: Form heading: Year updated to reflect 2016.
24.11.2015 FEE010 New
Title: FEE010 - SRC Assistance Fund
When to use: To be completed by students wishing to apply for financial assistance for 2016 student fees.
20.11.2015 FM006 Update
  • Page 1: TOT-REV Total revenue section: 5 SUBSIDY TRANSFER BUSINESS PLANS added.
19.11.2015 FHS020 Update
  • Page 1: Section 2: "Note" added for emphasis.
  • Page 2: Section 5: Information added: "Important: Data that is being collected for routine purposes is not a reason to waive consent if data is being collected prospectively."
17.11.2015 ACA39 Update
  • Page 1: Notes Section: Additional notes added.
  • Page 1: Student Details section: “Student Number” field added.
  • Page 1: Proctor Details section: “Authority Held” field added.
  • Page 1: Proctor Details section: “Institution” field added.
  • Page 2: Deposit Details section: First bullet point added.
13.11.2015 SAP03 Update
  • Page 2: Section G - Approval and Processing: Role approver details “Veronica Baatjes” updated with “Lesley Haddow”.
  • Page 2: Section G - Approval and Processing: Role approver details “Trevor Adams” updated with “Robin Golding”.
  • Page 2: Section G - Approval and Processing: Role approver details “Fahmza Jaffar” updated with “Ashley Bell”.
06.11.2015 ACA035 Update
  • Various repeating fields added throughout the form.
  • Page 3: Course Fee data section: "Price" field renamed to "Fee".
06.11.2015 ACA034 Update
  • Various repeating fields added throughout the form.
  • Page 1: Cross-faculty implications field : Removed.
  • Page 1: NQF course level field: Additional F1 Help added to explain NQF levels.
  • Page 1: Sessions field:  Removed.
  • Page 1: Can a supplementary exam be awarded for this course field: Changed to a Yes/No drop down to facilitate repetition later in form.
  • Page 2: Course Outcomes field: Updated to "Learning Outcomes".
  • Page 4: Indicate foundation credit value field: New field added.
  • Page 4: Course aim and outline field: Field renamed to "Course outline".
  • Page 4: Assessment and DP requirements field: New fields added.
  • Page 5: Course Fee data section: "Price" field renamed to "Fee".
05.11.2015 ACA40 New
Title: ACA40 - Application to write an exam at a place off campus (November 2015/January 2016)
When to use: To be completed by students wishing to apply to write an exam at a place off campus for November 2015/January 2016.
04.11.2015 HR155 Update
  • Page 1: Signatures section: Note added to Witness’ name & signature field to indicate that a witness cannot be a beneficiary.
04.11.2015 HR151 Update
  • Page 2: Signatures section: Note added to Witness’ name & signature field to indicate that a witness cannot be a beneficiary.
03.11.2015 FM004 Update
  • Form reviewed and completely redesigned.
02.11.2015 ACA39 Update
  • Page 1: Title : Form name amended from "ACA39" to "ACA039".
  • Page 1: Student Details section: Course code field added.
  • Page 1: Student Details section: Date of exam field added.
  • Page 1: Proctor Details section: Email address field moved to align with Name of Proctor.
28.10.2015 ACA39 Update
  • Page 1: Title : Title updated to read "ACA39 - Application Form Granting Semester Study Abroad Students Permission To Write At Home Institution".
  • Page 1: Proctor details section: Provision made to choose between option a) Online proctoring or b) Name of Proctor.
  • Page 1: Deposit details section: "Reference" field renamed to "Ref".
13.10.2015 MM007b Update
  • Page 1: Vendor details section: Vendor email address updated.
13.10.2015 MM007c Update
  • Page 1: Form Title: Amended to DHL collection / quotation request form.
  • Page 1: Vendor details section: Vendor email address updated.
  • Page 1: Vendor details section: Vendor telephone details updated.
  • Page 1: Information section: Section added to indicate collection or quotation required.
13.10.2015 DDB10 Update
  • Page 1: Contact details section: Contact name and telephone number updated.
  • Page 1: Return details section: DDB Office room number updated.
  • Page 1: Note section: Wording updated in first paragraph.
  • Page 1: Thesis title field: Additional line inserted to accommodate Thesis title.
  • Page 1: Abstract field: Removed.
13.10.2015 HR forms Update
  • Links to the HR website, within the following forms, have been updated to align with the launch of new HR website:
    HR100a; HR101; HR102; HR104; HR105; HR107; HR125; HR126; HR130; HR131; HR134; HR136; HR140; HR141; HR144; HR150; HR152; HR160; HR161; HR162; HR163; HR164; HR165; HR166; HR167; HR169; HR173; HR174; HR175; HR176; HR180; HR186; HR187; HR188; HR189; HR190; HR191; HR192; HR200; HR202; HR203; HR210; HR211; HR212.
18.09.2015 ACA39 New
Title: ACA39 - Application for Semester Study Abroad Students to write at home Institution
When to use: To be completed by semester study abroad students wishing to apply for permission to write examinations at their home Institution.
14.09.2015 HR211 Update
  • Page 3: What other documentation must be attached section: Added reference to HR191 (as required by Motivation section on page 2).
14.09.2015 HR191 Update
  • Page 1: Header section: UCT logo replaced with a higher resolution version to improve .pdf conversion output.
14.09.2015 FM052 Update
  • Page 1: Note section: Second bullet point, first point: Added instructions to request a student SAP vendor.
  • Page 1: Note section: Second bullet point, second point: Added instructions to request a staff SAP vendor.
09.09.2015 FM045 Update
  • Page 1: Note section b): Split into two bullet points.
  • Page 1: Note section b): First bullet point: Added instructions to request a staff SAP vendor.
  • Page 1: Note section b): Second bullet point: Added instructions to request a student SAP vendor.
08.09.2015 TA01 Update
  • Important Information section: Fourth bullet point: Added "and no refunds will be issued".
04.09.2015 HR193 Update
  • Updated for 2015-2016 application cycle.
03.09.2015 FM030 Update
  • Page 1: Note section a): Split into two bullet points.
  • Page 1: Note section: First bullet point: Added instructions to request a staff SAP vendor.
  • Page 1: Note section: Second bullet point: Added instructions to request a student SAP vendor.
02.09.2015 FHS013 Update
  • Form reviewed and completely reworked with wording changing or moving, notes and fields added and/or moved, and sub-sections added and/or removed in Section 5 and Section 6.
28.08.2015 FHS020 Update
  • Page 2: Section 4: Additional explanatory wording added.
28.08.2015 FHS007 Update
  • Page 1: 2.1 Staff changes section: relocated from section 4.
  • Page 2: 2.2 Amended study staff details section: New section added.
  • Page 2: 3 List of documentation for approval section: Amalgamated from sections 2 and 3.
24.08.2015 DDB11 New
Title: DDB11 - Declaration and Submission Form
When to use: When uploading a Doctoral thesis for examination.
24.08.2015 DDB03 Update
  • Page 2: Additional External Examiners section: "Date of Birth" field added to each of the external examiners information section.
17.08.2015 DDB07 Update
  • Page 2: External Examiners section: "Date of Birth" field added to each of the five external examiners information section.
14.08.2015 SAP08 Update
  • Page 1: Information  section: icts-helpdesk@uct.ac.za. email address updated.
14.08.2015 SAP03 Update
  • Page 1: SAP Access Policy Note section: icts-helpdesk@uct.ac.za. email address updated.
  • Page 2: Approval and Processing section: Role Approver details updated (Director – Systems Division: Richard Van Huyssteen, Manager - Accounts Payable: Yolisa Molefe, Manager - Fees: Yolokazi Quwe, Manager - Materials Management: Trevor Adams, Manager - Plant Maintenance: Fahmza Jaffar)
13.08.2015 HR210 Update
  • Page 2: Comments by staff member section: Changed wording from “If self-rating is “Exceeding”, please provide examples of when you have exceeded in your Key Performance Areas.” to “Add any comments and additionally, if you have a self-rating of “Exceeding”, substantiate with relevant examples.”
13.08.2015 HR201 Update
  • Page 1: Three referee section: Added column for referee’s "Relationship to you” and combined "Email address and Contact number" columns into the new "Contact details (email address & tel no)" column.
31.07.2015 HR147 Update
  • Page 1: Notes section: Added three sub-points, to second bullet point, itemising changes of appointment that may result in a leave pay out to the second bullet point.
  • Page 2: When do I complete this form? section: Changed the first bullet point from “when a staff member moves from one department to another and leave from the first department is paid out because it should not be transferred to the second department” to “when a T1 staff member has completed their contract and was unable to take their leave within the contract period. If the staff member’s employment is terminated for any other reason (e.g. resignation), form HR145 is completed.”.
  • Page 2: When do I complete this form? section: Added “T2 or permanent” to “staff member” to first bullet point under the Note section.
31.07.2015 HR145 Update
  • Page 1: Below Notes section: Removed “In such circumstances, the department from which the staff member is leaving completes the HR147 form (Leave payout) when there is leave to be paid out”.
  • Page 2: When do I complete this form? section: Added “(T2 only)” to completion of contract category.
  • Page 2: When do I complete this form? section: Re-worked the first bullet point in the note to emphasize that the end of contract is assumed for T1 staff and that HR147 should be used for leave pay out.
  • Page 2: Where do I send this form? section: Changed wording in second cell of the first row from “T1 staff who leave the University and require leave payout” to “T1 staff who leave the University due to resignation / retrenchment / dismissal / death”.
27.07.2015 HR180 Update
  • Page 1: Course Details section: Details of full course sub-section: "Student Number", "Number of credits", "Year of study" fields added.
  • Page 1: Course Details section: Details of full course sub-section: "Anticipated duration of full course" field changed to "Duration of full course".
  • Page 1: Course Details section: Details of full course sub-section: "Institution through which studying" and "Name of full course" field order changed.
27.07.2015 HR165 Update
  • Page 1: Composition of committee section: "Western Cape Government" field, explanatory wording changed from “only in the case of the Dean of Health Sciences” to “only for the Dean of Health Sciences”.
  • Page 1: Composition of committee section: "National Health Laboratory Service representative/s" field, explanatory wording changed from “only in the case of the Dean of Health Sciences” to “only for the Dean of Health Sciences”.
24.07.2015 DDB10 Update
  • Page 1: Contact information section: Submission email address updated.
  • Page 1: Contact information section: Contact telephone number updated.
24.07.2015 DDB09 Update
  • Page 1: Contact information section: Submission email address updated.
  • Page 1: Contact information section: Contact telephone number updated.
  • Page 1: Order of form fields changed.
24.07.2015 DDB04 Update
  • Page 1: Instruction section: Submission email address updated.
  • Page 1: Numbered question section: Yes / No option boxes added after each question.
  • Page 1: Question 5 section: Citation and mini citation submission email address updated.
15.07.2015 CMD01 Update
  • Page 1: Instruction section: Submission contact person's name updated.
  • Page 1: Section 5: Contact person's name and email address updated to Mrs White-Galant (megan.white@uct.ac.za).
15.07.2015 HR105 Update
  • Page 1: Payment Details section: "Appointment Details" section and "Payment Details" section from original form combined and renamed as "Payment Details" section.
  • Page 1: Payment Details section: "Period of Appointment" field renamed to "Period of Payment".
  • Page 1: Authority for Payment section: "Authority for Appointment and Funds" section from original form renamed to "Authority for Payment" section.
15.07.2015 HR191 Update
  • Page 5: How do I complete this form? section: "Activities / Objectives / Tasks" field and "Results / Outcomes" field information updated.
08.07.2015 R&I28a and R&I28b Update
  • Page 1: Changed the deadlines to those applicable for 2015.
02.07.2015 HR134 Update
  • Page 1: Authority section: HR Business Risk Manager added as a signatory.
01.07.2015 HR210 Update
  • Page 2: Proposed performance assessment rating section: Created new section for self-rating, line manager rating and Development Forum rating.
  • Page 6: Strengths and development areas section: Removed bold from field names.
  • Page 6: Succession management section: Removed bold from field names.
  • Page 6: Feedback from staff member to line manager section: Removed bold from field names.
29.06.2015 HR200 Update
  • Page 1: Reply details in the advertisement section: Wording amended by adding “in achieving its equity targets” to the end of the existing employment equity sentence.
26.06.2015 CD007 Update
  • Page 1 Instructions section: “Contract no.” and form field removed from grey area at the top right of the form.
  • Page 1 Section 4: Y / N checkboxes aligned to left of table cells for printing purposes.
  • Page 1 Section 3: Title changed FROM “PLEDGE DETAILS” to “PLEDGE CONTRACT DETAILS”.
  • Page 1 Section 3: “DevMan pledge no.” changed to “DevMan contract no.”
  • Page 2 Section 5 and 6: Form fields and protection removed to facilitate insertion of signature images.
  • Page 2 Section 5: Order of fields reduced and changed to “Name / Signature / Date”.
  • Page 2 Section 6: Order of fields reduced and changed to “Name / Signature / Date”.
  • Page 2 Section 6: Numbered the columns 1, 2, 3 to indicate sequence.
  • Page 2 Section 9: Six grey fields added back into the form from the original version of the form.
  • Page 2 Section 9: “U” added to “UCT Trust fund UK”.
25.06.2015 FM050 Update
  • Page 1 : Introductory wording: Wording at the start of the form, relating to terms of use of the form, amended to read as follows:
    "This form is used where some of the supporting documents required to process a payment e.g. Purchasing Card (P-card) transactions, reimbursements, mileage claims, advances, subsistence & travel (S&T) and petty cash, are missing and cannot be recovered.
    This form is only to be used in exceptional circumstances. Regular use of this form will be monitored and followed up by the Faculty/PASS finance manager."
19.06.2015 INS04 Update
  • Page 1 : Cover Section: Wording at the start of the form, relating to cover, removed.
19.06.2015 ACA19 Update
  • Page 5 : Section 3: Social Media Section added.
19.06.2015 ACA18 Update
  • Page 7 : Section H: Social Media Section added.
19.06.2015 ACA17 Update
  • Form reviewed and completely reworked.
12.06.2015 HR210 Update
  • Page 4: Proposed development table: Added a column for cost.
  • Page 5: Performance and Potential Matrix placement table: Added editable checkboxes
  • Page 5: Performance and Potential Matrix placement table: Aligned colours more closely with tables below.
  • Page 5: Performance and Potential Matrix placement table: "POTENTIAL" table heading renamed to "POTENTIAL (Engagement / Ability / Aspiration)".
  • Page 5: Section below Performance and Potential Matrix placement table: Graphics converted to tables to allow for easy editing in future.
  • Page 5: Aspirations table: Table heading renamed from "Placement on Grid" to "Aspirations: Placement on Grid".
  • Page 5: Aspirations table: Wording in table changed slightly.
12.06.2015 MM007c Update
  • Page 1: Heading: Wording updated from "Use for domestic courier collection" to "Use for domestic or international (inbound only) courier collection".
  • Page 1: Email field: Contact details updated.
  • Page 1: Account Number field: Account numbers updated.
11.06.2015 Nedbank application form Update
  • Updated form supplied by Nebank. (This application form is to be completed and sent off with the MM003 form).
10.06.2015 HR134 Update
  • Form reviewed and completely redesigned.
10.06.2015 FM005 Update
  • Page 3: SAL-TEMP Contr & Temp Staff Salaries section: 1205 S&R LEAVE ENCASHMENTS added.
  • Page 3: SAL-TEMP Contr & Temp Staff Salaries section: 1215 S&R TRAVEL GRANTS added.
08.06.2015 FM050 Update
  • Page 1: Information section: Address for UCT Ad Hoc Payments (Creditors Section) updated.
  • Page 1: Details of expenses table: "Reason for missing doc" field added to table.
08.06.2015 FM045 Update
  • Page 1: Notes section: New note added "The UCT PCard is the preferred method of payment for UCT expenditure. Reimbursements are ONLY for instances where the staff member does not have a UCT PCard or access to a dept PCard".
01.06.2015 CD007 Update
  • Form reviewed and completely reworked.
29.05.2015 HR165 Update
  • Page 1: Composition of committee section: Added "Western Cape Government – Department of Health representative/s" field.
  • Page 1: Composition of committee section: Added "National Health Laboratory Service representative/s " field.
27.05.2015 FM006 Update
  • Page 1: SUBSIDIES Central Govt-General Subsidies section: Added 25 SUBSIDY DESIGNATED.
  • Page 3: SALES-REV Sales Revenue section: Added 591 MOWBRAY HOTEL.
  • Page 4: INT-REV Internal Revenue section: Added 550 HR RESEARCH LEAVE TRAVEL GRANTS & AWARDS.
27.05.2015 HR171 Update
  • Page 1: Notes section: Added bullet and changed font size to match Notes sections on other HR forms.
  • Page 1: Employee Details section: Added new Meeting Date field.
27.05.2015 HR170 Update
  • Page 1: Notes section: Added bullet to match Notes sections on other HR forms.
  • Page 1: Employee Details section: Added new First Meeting Date field.
27.05.2015 HR144 Update
  • Page 3: When do I complete this form? section: Changed Payroll Officer room from 123 to 119.1.
  • Page 3: When do I submit this form? section: Changed Payroll Officer room from 123 to 119.1.
27.05.2015 HR140 Update
  • Page 1: Special leave with pay section: Added S&T question.
  • Page 1: Special leave with pay section: Reworded “leave taken to date” question to create space for S&T question.
25.05.2015 PG024 Update
  • Page 1: Section A - Personal Information: New applicant / renewal applicant form field added with checkboxes.
25.05.2015 PG025 New
Title:PG025 - University of Cape Town (UCT) Staff Master's Bursaries
When to use: When applying for a staff Master's bursary.
22.05.2015 FM041 Update
  • Page 1: REQUEST SELECTION section: "Airport parking/taxi >R600" updated to "Airport parking/taxi >R800".
21.05.2015 HR188 Update
  • Page 4: What other documentation must be attached? section: Changed “A copy of the recipients personal development plan (PDP or other)” to “A copy of the recipients development plan (HR210 Development Dialogue form)”.
21.05.2015 HR186 Update
  • Page 5: What other documentation must be attached? section: Changed “a copy of the recipients personal development plan (PDP or other)” to “a copy of the recipients development plan (HR210 Development Dialogue form)”.
21.05.2015 HR211 Update
  • Page 2: Proposed performance assessment rating section: Changed alignment to centred in rating entry boxes.
  • Page 7: Page heading: Changed “HR 210” to “HR210”.
21.05.2015 HR210 Update
  • Page 1: Notes section: Changed “faculty or departmental performance rating consistency check meeting” to “faculty or departmental Development Forum meeting”.
  • Page 2: Last signature block: Changed “Departmental / Faculty Consistency Check Meeting” to “Departmental / Faculty Development Forum”.
21.05.2015 R&I11 Update
  • Page 1: Notes section: Two new bullet points added at the start; two bullet points deleted.
  • Page 4: Financial Details section: Funding guidelines added.
  • Page 4: Financial Details section: Note added to Motivation field.
  • Page 4: Financial Details section: Note added to Research / Technical / Ad-hoc Assistance field.
  • Page 4: Dean's signature table: Table removed.
19.05.2015 R&I09 Update
  • Page 2: B3 Financial Details section: Blurb added to "Total requested from URC" field.
  • Page 3: C2 Financial Details section: Blurb added to "Total requested from URC" field.
18.05.2015 HR191 Update
  • Page 6: Where can I get further assistance? section: References to Development Dialogue updated.
18.05.2015 HR212 New
Title: HR212 - DD Faculty / Department Performance Consistency Review Report
When to use: When a Faculty/Department Development Forum reports to the Central Development Forum.
18.05.2015 HR211 New
Title: HR211 - Motivation for ‘Exceeds’ Award to PASS Staff
When to use: When a PASS staff member is rated ‘Exceeding’, during the formal review as part of the Development Dialogue (DD) process and either the PASS staff member and/or their line manager and/or their peer wish to motivate for them to be awarded an ‘Exceeds 1’ or ‘Exceeds 2’ award.
18.05.2015 HR210 New
Title: HR210 - Development Dialogue PASS Staff
When to use: When recording performance and development discussions for PASS staff, within the Development Dialogue (DD) process.
07.05.2015 FM013, FM014 Update
  • SAP Document No. changed from "9501" to "9502".
05.05.2015 HR153 Update
  • Page 1: Personal Details section:
    • Replaced If ever divorced... field label with Divorce Date (if applicable).
    • Added "you were ever divorced and" to the Note.
  • Page 1: Completely revised the Payment of UCTRF Benefit section.
21.04.2015 HR168 Update
  • Page 1: Notes section: Second bullet point: Wording changed from “Employment Equity Officer” to “Administrative Officer”.
  • Page 4: Where do I send this form? section: Wording in second paragraph, changed from “Employment Equity Officer (Paki Zandile in Room 3.02, Transformation Services Office, The Cottage or via email to paki.zandile@uct.ac.za).” to “Transformation Services Administrative Officer (Cheryl Vallay in Room 2.04, Transformation Services Office, The Cottage or via email to cheryl.vallay@uct.ac.za).
  • Page 4: Queries? section: Wording changed from “Employment Equity Officer (Paki Zandile)” to “Transformation Services Administrative Officer (Cheryl Vallay)”.
17.04.2015 MM008 P-Card transaction
  • This form is no longer in use. Makro purchases can now be made using your P-Card.
17.04.2015 HR176 Update
  • Page 3: Section e: Wording amended from “Personality and Relations with Colleagues (Indicate the way in which these factors affect the academic work of the staff member and the department as a whole)” to “Inter-personal skills / collegiality (If there are any other comments, either positive or negative, that relate to the staff member’s collegial relations and work with the department as a whole, please comment below.)”.
  • Page 5: When do I complete this form? section: Wording in third paragraph amended to reference updated Section 3 title.
17.04.2015 HR105 Update
  • Page 1: Appointment Details section: New field added "Academic or PASS?".
  • Page 1: Appointment Details section: New field added "If PASS payclass 13, peromnes level?".
16.04.2015 MM023 SAP transaction
  • This form is no longer in use. Purchasers can now use the New Vendor Request transaction within SAP to request a new vendor.
16.04.2015 MM022 SAP transaction
  • This form is no longer in use. Purchasers can now use the New Vendor Request transaction within SAP to request a new vendor.
16.04.2015 MM002 SAP transaction
  • This form is no longer in use. Purchasers can now use the New Vendor Request transaction within SAP to request a new vendor.
08.04.2015 FM005 Update
  • Page 7: General Operating Expenses section: New General Ledger account code added 2616 – LIBRARY – VAT ON ELECTRONIC RESOURCES & SERVICES.
07.04.2015 R&I13 Update
  • Page 1: Visiting Lecturers Fund (VLF) details: Purpose section: New bullet point added "Visits integrated into conferences or symposia will not be considered. The visit must provide a stand-alone academic stimulus outside of already planned events".
  • Page 1: Visiting Scholars Fund (VSF) details: Purpose section: New bullet point added "Visits integrated into conferences or symposia will not be considered. The visit must provide a stand-alone academic stimulus outside of already planned events".
  • Page 5: Application checklist section: Item 1, wording amended to "Abbreviated CV of the visitor (no more than three pages)".
  • Page 5: Application checklist section: Item 2, wording amended to "Research outputs of visitor for the last 5 years only".
01.04.2015 Nedbank application form Update
  • Updated form supplied by Nebank. (This application form is to be completed and sent off with the MM003 form).
31.03.2015 HR190 Update
  • Page 2: Employment Contract Type Required section: Field label amended from “Permanent” to “Permanent (incl previous T3 open end contract)”.
31.03.2015 SAP09 New
Title: SAP09 - SAP FND testing sign-off
When to use: To be used when signing-off CMR calls, logged by FND SAP super users, once solution testing has been completed.
27.03.2015 FM049 Update
  • Page 1: Routing/Sort code: Field added.
  • Page 1: IBAN code: Field added.
27.03.2015 ACA38 New
Title: ACA38 - Postgraduate Leave of Absence Application
When to use: To be completed by Postgraduate students wishing to apply for a leave of absence.
27.03.2015 ACA37 New
Title: ACA37 - Undergraduate Leave of Absence Application
When to use: To be completed by Undergraduate students wishing to apply for a leave of absence.
26.03.2015 FHS006 Update
  • Page 1: Comments to PI from the HREC: Comment field added.
26.03.2015 R&I08 Update
  • Page 1: Submission requirements: Email address updated.
24.03.2015 BAS08 Update
  • Page 1: Notes section: Telephone number updated.
  • Page 3: Information section: Telephone number updated.
24.03.2015 BAS07 Update
  • Page 1: Notes section: Telephone number updated.
  • Page 4: Information section: Telephone number updated.
24.03.2015 BAS06 Update
  • Page 1: Notes section: Telephone number updated.
24.03.2015 BAS03 Update
  • Page 1: Notes section: Telephone number updated.
  • Page 4: Information section: Telephone number updated.
24.03.2015 FHS020 Update
  • Page 1: Section 2: Additional information text expanded.
  • Page 2: Section 5: Additional text appended to existing field title "...and why a waiver of informed consent should be granted.".
  • Page 2: Section 5 Note: Additional text added "If routine clinical data is to be collected prospectively, it would generally be expected, in the interests of respect for participants, that at least simple informed consent be obtained".
17.03.2015 HR125 Update
  • Page 1: Added a new bullet to the Notes section to explain the connection between the staff tuition rate and entrance or faculty scholarships.
13.03.2015 Paid-on-claim letter of appointment Update
  • Page 1: Paragraph added below the conditions of service providing information on payment and payday.
    (Used in conjunction with HR100a and HR100b)
13.03.2015 Ad hoc letter of appointment Update
  • Page 1: Paragraph added below the conditions of service providing information on payment and payday.
    (Used in conjunction with HR100a and HR100b)
10.03.2015 FHS002
(also known
as C1)
Update
  • Page 3: Research risk section: Human subjects sub-section: First question amended to include "human samples or human data".
  • Page 3: Research risk section: Human subjects sub-section: If "Yes" to Human subject question, clinical trial question appears with added section "Comments (e.g. UCT will only analyse samples, not conduct clinical work)".
  • Page 3: Research risk section: Human subjects sub-section: If "Yes" to Human subject question, clinical trial question appears with added question "Have protocol and budget made provision for post-trial care for participants who may benefit from interventions identified as beneficial in the trial?".
  • Page 3: Research risk section: Human subjects sub-section: If "No" checkbox selected for previous protocol and budget question, additional question added "Please justify why this provision has not been made".
  • Page 3: Research risk section: Animal subjects sub-section: If "Yes" to animal experimentation question, additional question added "Has a contribution to the Research Animal Unit infrastructure or equipment replacement/maintenance been budgeted? Please explain".
  • Page 4: Resource Risk section: Wording amended to " Will UCT’s current infrastructure and staff (e.g. core facilities/equipment, classroom/office space, analytical services, research staff) be able to fully support the proposal?".
05.03.2015 ACA36 New
Title: ACA36 - External credit and exemption application
When to use: To be completed when applying for external academic credit and/or exemption.
04.03.2015 FM049 Update
  • Page 1: Mileage rate section: Mileage rate per km changed from R3.30 to R3.18.
  • Page 1: Mileage rate section: Effective date changed from 1 March 2014 to 1 March 2015.
  • Page 1: S&T section: Meals & incidentals amount changed from R335.00 to R353.00.
  • Page 1: S&T section: Incidentals only amount changed from R103.00 to 109.00.
04.03.2015 FM033 Update
  • Page 1: Section B Breakdown of Expenditure: Mileage rate sub-section: Mileage rate amount changed from R3.30 to R3.18.
  • Page 1: Section B Breakdown of Expenditure: Mileage rate sub-section: Effective date changed from 1 March 2014 to 1 March 2015.
  • Page 1: Section B Breakdown of Expenditure: S&T sub-section: Meals & incidentals amount changed from R335.00 to R353.00.
  • Page 1: Section B Breakdown of Expenditure: S&T sub-section: Incidentals only amount changed from R103.00 to 109.00.
  • Page 1: Section B Breakdown of Expenditure: S&T sub-section: Effective date changed from 1 March 2014 to 1 March 2015.
04.03.2015 FM032 Update
  • Page 1: Section B Allowance: Local travel amount changed from R103.00 to R109.00 for incidental costs only.
  • Page 1: Section B Allowance: Meals & incidentals amount changed from R335.00 to R353.00.
04.03.2015 FM030 Update
  • Page 1: Information section: Effective date changed from 1 March 2014 to 1 March 2015.
  • Page 1: SARS rates per km section: Motor vehicles rate per km amount changed from R3.30 to R3.18.
  • Page 1: SARS rates per km section: Motor cycles rate per km amount changed from R2.31 to R1.62.
04.03.2015 SAP01 Update
  • Page 1: Information section: Purchasing Liaison Manager amended to Purchasing Manager.
  • Page 2: Processing section: All instances of Purchasing Liaison Manager amended to Purchasing Manager or nominee.
03.03.2015 MM007c New
Title: MM007c - DHL Collection Request
When to use: To be completed when applying for a courier collection from DHL.
03.03.2015 ACA34 New
Title: ACA34 - Approval form for new courses
When to use: To be completed when requiring Faculty and Senate approval for a new course.
03.03.2015 ACA35 New
Title: ACA35 - Changes to existing courses
When to use: To be completed when requiring Faculty and Senate approval for changes to an existing course.
03.03.2015 R&I16 Update
  • Page 1: Information section: Deadline dates updated (Submission date/ Committee Meeting date/ Outcome date).
  • Page 2: Information section: Submission process outlined in more detail (expanded).
  • Page 2: Applicant particulars section: Faculty field added.
  • Page 6: Endorsement section: Dean's signature and feedback fields removed.
  • Page 6: Application checklist section: Dean's signature row removed.
27.02.2015 Nedbank application form Update
  • Updated form supplied by Nebank. (This application form is to be completed and sent off with the MM003 form).
26.02.2015 HR131 New
Title: HR131 - Disclosure form for Council and Committee members
When to use: To be completed by members of Council and members of Council committees to declare financial and fiduciary interest and those of the immediate family.
26.02.2015 HR130 Update
  • Page 1: Form title: "for staff" appended to form name.
  • Page 1: Notes section: Wording in initial notes updated.
  • Page 1: Section 1: My own holdings and personal or beneficial interests: Additional question and checkboxes added.
  • Page 1: Section 2: My own fiduciary and other appointments: Reference to or not-for-profit company added.
  • Page 1: Section 2: My own fiduciary and other appointments: Additional question and checkboxes added.
  • Page 1: Section 2: Beneficial interests and fiduciary appointments of family members: Explanation expanded.
  • Page 1: Section 2: Beneficial interests and fiduciary appointments of family members: Reference to or not-for-profit company added.
  • Page 1: Section 2: Beneficial interests and fiduciary appointments of family members: Additional question and checkboxes added.
  • Page 1: Section 4: Any other interest, relationship or appointment which may result in a conflict of interests: Additional question and checkboxes added.
  • Page 2: Completing a disclosure (staff) form HR130 Section: New instructions added.
17.02.2015 Nedbank application form Update
  • Page 3: Authorised signatory 1 section: Existing default contact details removed. (This application form is to be completed and sent off with the MM003 form).
11.02.2015 HR145 Update
  • Page 1: SAP and purchasing card status section: Section renamed from “SAP status” to "SAP and purchasing card status".
  • Page 1: SAP and purchasing card status section: Added Purchasing card holder question.
  • Page 2: When do I complete this form? section: Third bullet point added under Note regarding purchasing card holders.
28.01.2015 HR140 Update
  • Page 1: Family Responsibility section: Added “Permanent and T2” to the information in the grey block on left.
  • Page 1: Family Responsibility section: Added links to the family responsibility leave policy web pages for academic and PASS staff to the information in the grey block on left.
  • Page 1: Family Responsibility section: Reason sub-section: changed “Illness of a family member” to “Illness of an immediate family member”.
  • Page 1: Family Responsibility section: If death, deceased is my... sub-section: Added “Parent-in-law” as an option.
  • Page 1: Family Responsibility section: Expanded note at the bottom of the section to reflect medical certificate requirement change as agreed in the 2015 Employees’ Union substantive agreement.
27.01.2015 MM007a Update
  • Page 1: Email section: TNT contact email addresses updated.
23.01.2015 HR145 Update
  • Page 1: Information section: Red text amended from
    “This form is NOT used when a staff member leaves one department to join another department in the University”
    to “This form is NOT used when a staff member leaves one department to immediately join another department in the University (i.e. no break in service)”.
22.01.2015 FM003 Update
  • Page 1: Notes section: Second point: Wording added "or, if Investment fund, to Treasury, Kramer Building, Middle Campus".
  • Page 1: Section B: VAT claimable field updated to "Input VAT claimable (Please tick %)".
  • Page 1: Section B: VAT claimable field options changed to 50% / 100%.
  • Page 1: Section B: VAT claimable field information wording added "NB: Approval must be attached to this form if 100% selected."
  • Page 1: Section B: Signature field added.
  • Page 1: Section C: "Investment fund, approved by Treasury (if applicable)" field added.
  • Page 1: Section C: "Fund opened / changed" field amended to "Fund opened / changed by General Ledgers".
  • Page 1: Section C: Name, Signature, Date fields added.
16.01.2015 FM006 Update
  • Page 2: Tuition Fees & Levies section: 315 FEES TRANSFER BUSINESS PLANS added.
  • Page 2: Tuition Fees & Levies section: 335 FEES DISCOUNT added.
  • Page 2: Other Additions To Funds section: 445 LOAN ADJUSTMENT BUSINESS PLANS added.
14.01.2015 HR141 Update
  • Page 1: Financial assistance section: Study Travel Grant sub-section: Removed 2014 amounts for travel outside and travel inside South Africa, leaving current 2015 amounts.
  • Page 1: Financial assistance section: Study Travel Grant sub-section: Removed “From 1 Jan 2015” references.
  • Page 1: Financial assistance section: Encashment of leave sub-section: Removed 2014 maximum rate.
  • Page 1: Financial assistance section: Encashment of leave sub-section: Removed “from 1 Jan 2015” reference.
14.01.2015 HR121 Update
  • Page 2: Claim details section: Rate for MBA research project increased from R750 to R790.
  • Page 2: Claim details section: Rate for MBA minor dissertation increased from R750 to R790.
  • Page 3: When do I complete this form section: Rate for MBA research project increased from R750 to R790.
  • Page 3: When do I complete this form section: Rate for MBA minor dissertation increased from R750 to R790.
13.01.2015 R&I08 Update
  • Page 1: Deadlines for submission of applications section: Dates updated.
  • Page 1: Committee Meeting dates section: Dates updated.
  • Page 1: Outcome dates section: Dates updated.
  • Page 1: Eligibility section: Point 5: "Joint permanent" changed to "Permanent joint".
  • Page 1: Conditions section: Point 1: Digit 6 replaced with word "six".
  • Page 1: Conditions section: Point 6: Dates updated.
  • Page 2: Section 1: Applicant particulars: Citizenship field removed.
  • Page 5: Section 7: Application checklist section: "Proof of acceptance of presentation" field added to checklist.
08.01.2015 PG023 Update
  • Page 1: C2 Section: Endorsement of academic and professional achievements sub-section: Link to Endorsement of academic and professional achievements form added.
08.01.2015 PG022 Update
  • Reference to current year updated.
08.01.2015 PG021 Update
  • Reference to current year updated.
08.01.2015 PG018 Update
  • Reference to current year updated.
08.01.2015 PG016 Update
  • Page 1: Notes section: Point 2: "Of funds" appended to wording.
  • Page 1: Notes section: Point 4: Wording amended to refer to providing written notice of termination.
  • Page 1: Section 3: Wording in note amended to refer to Postdoctoral Researcher as "PDRF".
  • Page 1: Section 4: Note section: Wording amended to refer to "copy of the journal entry or proof of money transfer."
08.01.2015 PG015 Update
  • Page 1: Notes section: Point 2: Wording amended to refer to a "progress report".
  • Page 1: Notes section: Point 5: Wording amended to refer to providing written notice of termination.
  • Page 1: Section 3: Confirmation wording amended to refer to "Postdoctoral Fellowship".
  • Page 1: Section 4: Date updated to 2015.
  • Page 1: Section 4: Wording in note amended to refer to Postdoctoral Researcher as "PDRF".
  • Page 1: Section 5: Wording in note amended to refer to Postdoctoral Researcher as "PDRF".
08.01.2015 PG014 Update
  • General formatting changes applied.
08.01.2015 PG002 Update
  • Page 1: Name of Scholarship section: Single payment reference date updated.
  • Page 1: Name of Scholarship section: Space added for Journal Entry reference number.
  • Page 1: Notes section: Point 5 : Date updated to 02 January 2015.
08.01.2015 PG001 Update
  • Page 1: Note 1: "or the NRF" appended to wording.
  • Page 1: Note 3: Wording amended.
  • Page 1: Section 2: Faculty Finance and Central Finance contact details updated.
  • Page 1: Section 2: Enquiries sub-section: NRF submission URL updated.
06.01.2015 Nedbank application form Update
  • Page 3: Authorised signatory 2 section: Contact details updated. (This application form is to be completed and sent off with the MM003 form).

2014

Date Form name Change Description of change / Details of new form
15.12.2014 HR141 Update
  • Page 1: Notes section: Fifth bullet: “Faculty Finance Manager” changed to “Faculty/Pass Finance Manager”.
  • Page 1: Leave details section: Merged lines in Period of leave field.
  • Page 1: Financial Assistance section: Study Travel Grant sub-section: Some fields re-sized due to space constraints.
  • Page 1: Financial Assistance section: Study Travel Grant sub-section: New 2015 rates for travel outside and travel inside South Africa added.
  • Page 1: Financial Assistance section: Encashment of Leave sub-section: New 2015 maximum encashment rate added.
  • Page 1: Financial Assistance section: Encashment of Leave sub-section: “URC fund (for transfer of awarded funds)” changed to “Internal awards fund”.
  • Page 1: Authority for leave and funding section: “Faculty Finance Manager” changed to “Faculty/Pass Finance Manager.
  • Page 3: Where do I send this form? section: “Faculty Finance Manager” changed to “Faculty/Pass Finance Manager.
12.12.2014 FM031 Update
  • Page 1: Notes section: Wording "Advances will be paid directly into the staff/student bank account. Please ensure staff/student vendor # given below" added.
  • Page 1: Notes section: First bullet point: Wording amended.
  • Page 1: Notes section: Second bullet point: Wording amended.
  • Page 1: Section A: Instructions for cheque field removed.
  • Page 1: Caution section: Caution icon removed and bullet points amalgamated under the Notes.
09.12.2014 R&I18 Update
  • Page 1: Notes amended.
  • Page 2: Equipment Applied For section: Field names amended.
  • Page 2: Detailed Budget Section: New section added.
  • Page 4: Section 7: "Quotations should be valid for 3 months" wording added to field.
  • Page 5: Signature section: "Approved by chair of the faculty equipment committee" and "To be completed by Dean" sections re-ordered.
08.12.2014 R&I24 Update
  • Page 1: Deadline dates for submission of applications to the Research Office updated.
  • Page 1: Purpose section: Wording amended from "awards" to "grants".
  • Page 1: Purpose section: Amount updated from R19 000 to R20 000.
  • Page 3: For Official Use section: "For Official Use" heading added before "Year in which last Short Course / Short Visit travel grant was received" field.
  • Page 4: Provisional Budget section: "DHET accredited publications..." field moved to checklist on last page.
  • Page 4: Provisional Budget section: "Date of last URC award received or applied for, in the last three years" field removed.
08.12.2014 R&I13 Update
  • Page 1: Section One: Deadline dates for submission of applications to the Research Office updated.
  • Page 1: Visiting Scholars Fund (VSF) details: Conditions section: Second bullet point removed.
  • Page 1: Visiting Scholars Fund (VSF) details: Conditions section: Third bullet point wording changed from "Omissions from this request must be motivated" to "Deviations from this request must be motivated."
  • Page 1: Visiting Lecturers Fund (VLF) details: Conditions section: Third bullet point wording changed from "Omissions from this request must be motivated" to "Deviations from this request must be motivated."
  • Page 4: Section 6: Costs: Subsistence daily rate updated.
  • Page 4: Section 6: Costs: 6.2 Reference to subsistence daily rate updated.
  • Page 5: Date of last VLF/VSF award for this department section: Removed.
  • Page 5: Application checklist: Checklist item "Detailed Programme attached" added.
04.12.2014 HR201 Update
  • Page 1: First section: New field added for posts advertised across levels allowing applicants to indicate if they would like to be considered for the lower level post should they be unsuccessful at the higher level.
03.12.2014 HR144 Update
  • Page 1: Authority for special leave without pay section: Line Manager signature field added.
01.12.2014 HR190 Update
  • Page 2: Output fields required on report section: Other data sub-section: Removed Part-time indicator and Employment percent fields.
  • Page 2: Output fields required on report section: Added Number of weekly work days field.
  • Page 2: Authority section: Changed HR Systems Support Office to HR Systems & Support Office.
  • Page 3: Changed all HR Systems Support Office references to HR Systems & Support Office.
20.11.2014 HR200 Update
  • Page 2: Recruitment Advertising Media Deadlines section: Changed media deadlines (National Newspapers, Western Cape, Websites) from “10h00 every Friday” to “10h00 every alternate Friday”.
20.11.2014 HR190 Update
  • Page 2: Employment Contract Type Required section: Removed “T3 Open end contract” from the report selection options.
20.11.2014 HR180 Update
  • Page 3: Administrative Clearance section: Removed one T3 reference.
20.11.2014 HR150 Update
  • Page 2: When do I complete this form? section: Removed one T3 reference from the table.
  • Page 2: What other forms do I need to complete? section: Removed two T3 references.
20.11.2014 HR145 Update
  • Page 2: Where do I send this form? section: Removed two T3 references.
20.11.2014 HR141 Update
  • Page 1: Authority for leave and funding section: Reinstated HR Administrator signature field.
20.11.2014 HR140 Update
  • Page 1: Leave Details section: Special leave with pay section: Added “If appropriate, please attach supporting documentation”.
20.11.2014 HR125 Update
  • Page 2: When do I complete this form? section:  Three T3 references removed.
20.11.2014 HR102 Update
  • Page 1: Existing Appointment Details section: Type of Contract field: Removed “T3 (> 5 years)” as T3 contracts no longer exist.
13.11.2014 ACA033 New

Title: ACA033 - Creating a code for a new qualification

When to use: To be completed if you would like to create a code for a new qualification with its attendant programme / plan codes.

13.11.2014 ACA032 New

Title: ACA032 - Creating a code for a new plan

When to use: To be completed if you would like to create a code for a new plan within an existing programme / plan within a qualification.

13.11.2014 PG024 Update
  • Page 1: Form title: Date (year) removed from title.
  • Page 2: Section C: Introductory wording removed reference to date (year) and changed to "current year".
10.11.2014 HR144 Update
  • Title: Changed from "Leave without Pay Financial Checklist" to "Special Leave Without Pay".
  • Form completely reworked.
10.11.2014 HR140 Update
  • Page 1: Notes section: Added item (iv) “special leave without pay” to second bullet point.
  • Page 1: Notes section: Added hyperlinks to the appropriate forms for "study & research and contact leave", "warden’s leave" and "special leave without pay" to second bullet point.
  • Page 1: Leave details section: Added new sub-section called “Time off in lieu of overtime”.
  • Page 1: Leave details section: Changed "Special" leave sub-section to “Special leave with pay”.
  • Page 1: Leave details section: In the "Unpaid" sub-section, added reference to form HR144 for any unpaid leave requests greater than 15 days.
  • Page 2: When do I complete this form? section: Added “time off in lieu of overtime” to bullet points.
  • Page 2: When do I complete this form? section: Changed "special leave" to “special leave with pay”.
  • Page 2: When do I complete this form? Note section: Added hyperlinks to forms HR141 and HR142.
  • Page 2: When do I complete this form? Note section: Updated "special leave with pay" bullet point. Removed explanation of special leave without pay with/without rights. Added sentence explaining that applications for special leave without pay should be submitted on HR144.
  • Page 2: Where do I send this form? Note section: Changed all references of “special leave” to “special leave with pay”.
  • Page 3: What supporting documentation do I need to submit? section: Changed “special leave” reference to “special leave with pay”. Removed references to the old "Leave without pay financial checklist" form which has now changed to the "Special leave without pay" form.
06.11.2014 ACA031 Update
  • Page 4: Section 7: Course code reduced from 8 input blocks to 7 input blocks.
30.10.2014 FM045 Update
  • Page 1: Information section: Added wording "Fuel reimbursements for personal vehicles (used for UCT business) may not be made on the FM045 form, as this needs to be recorded via the FM030 for IRP5/tax purposes".
  • Page 1: Note section: Note a) and b) wording combined to included staff/students.
  • Page 1: Fund holder section: Reference to itemised points removed and wording amended to "I have checked the details above & approve payment of this claim".
30.10.2014 FM030 Update
  • Page 1: Information section: Added wording "using their personal vehicles for UCT business".
  • Page 1: Information section: "Previously known as Shell Court" removed from submission address.
  • Page 1: Note section: Note a) : Wording amended to included staff/students.
  • Page 1: Note section: Note c) : Wording added "For this reason, please do NOT use petty cash for these claims, or your P-card for fuel purchases".
  • Page 1: Rates per km field: Amended to "SARS rates per km".
  • Page 1: Field added: New field added "Other amount per km, as agreed with fund holder, if less than SARS rates".
  • Page 1: Fund holder section: Reference to itemised points removed and wording amended to "I have checked the details above & approve payment of this claim".
30.10.2014 HR105 Update
  • Page 1: Notes section: Added hyperlink to HR100a reference in fourth bullet point.
  • Page 1: Authority for appointment and funds section: Added reference to the HR delegated authorities document.
  • Page 1: Authority for appointment and funds section: Changed “Administrator/Fund Holder” to “Line Manager / Fund Holder”.
  • Page 1: Authority for appointment and funds section: Changed “Head of Department” to “Recommending Authority” to align with HR delegated authorities document.
  • Page 2: Where do I send this form? section: Changed “Head of Department” to “Recommending Authority” in first bullet point.
  • Page 2: Where do I send this form? section: Added reference to the HR delegated authorities document in first bullet point.
  • Page 2: Where do I send this form? section: Added “Final Authority” in third bullet point.
  • Page 2: Where do I send this form? section: Added reference to the HR delegated authorities document in third bullet point.
  • Page 2: Where do I send this form? section: Removed reference to “Bremner” in fourth bullet point.
  • Page 2: When do I submit this form? section: Removed reference to “Bremner Building”.
30.10.2014 HR141 Update
  • Page 1: Notes section: Added Faculty Finance Manager to fifth bullet point.
  • Page 1: Financial Assistance section: Encashment of leave field – moved bracketed text up a line.
  • Page 1: Financial Assistance section: URC Fund field wording slightly changed, from “URC fund to which awarded funds will be transferred” to “URC Fund (for transfer of awarded funds)”.
  • Page 1: Financial Assistance section: Added Funds Center field.
  • Page 1: Financial Assistance section: Added Cost Center field.
  • Page 1: Authority for leave and funding section: Added sign-off line for Faculty Finance Manager.
  • Page 1: Authority for leave and funding section: Removed HR Administrator sign-off field.
  • Page 3: When do I complete this form? section: Removed bracketed text containing references to permanent and T3 conditions of service.
  • Page 3: When do I complete this form? section: Added the word “permanent” before “academic and research staff”.
  • Page 3: When do I complete this form? section: Added extra sentence to the fourth bullet point to indicate when money will be transferred to the fund.
  • Page 3: Where do I send this form? section: Added Faculty Finance Manager for fund confirmation.
30.10.2014 R&I12 Update
  • Various contact details updated.
24.10.2014 PS01 Update
  • Title changed to: Student Systems training booking form.
  • Various terminology updated within the form to accommodate RMS and CRM.
24.10.2014 AS001 Update
  • Page 1: Section 3 Authorisations: 3.4 ICTS APPROVAL (ICTS RELATED EQUIPMENT AND SOFTWARE) changed to (ICT RELATED EQUIPMENT AND SOFTWARE).
22.10.2014 HR202 Update
  • Page 1: Vacancy section: Added extra line to "Confirm reason for vacancy" field.
  • Page 2: Process issues section: Added pre-employment medical question.
  • Page 2: Process issues section: Specified who is responsible for each task.
  • Page 2: Process issues section: Questions re-ordered to group HRP tasks together.
  • Page 2: Process issues section: Added line for Recruitment Advisor signature.
17.10.2014 HR166 Update
  • Page 1: Notes section: Removed reference to sending form to SRO as SRO will complete the form.
  • Page 1: Composition of selection committee section: Changes made to constituencies to align to updated policy.
  • Page 2: When do I complete this form? section: Expanded to indicate the SRO completes the form and sends to the VC.
  • Page 2: Where do I send this form? section: Removed as form now completed by SRO.
  • Page 2: When do I submit this form? section: Removed
16.10.2014 GI02 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: New Committee Application.
16.10.2014 No form ServiceNow request
  • This request can now be completed in ServiceNow: Remove Servicing Officer.
    Note: No form previously existed for this request which can now be completed through ServiceNow.
16.10.2014 GI01 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: Servicing Officer Application.
16.10.2014 CMD04 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: Remove Website.
16.10.2014 CMD04 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: Make Website Live.
16.10.2014 CMD03 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: Add/Change Domain Administrator.
16.10.2014 CMD02 ServiceNow request
  • This form is no longer in use. This request can now be completed in ServiceNow: New Website Application.
13.10.2014 AS001 Update
  • Page 1: Section 3 Authorisations: 3.4 ICTS APPROVAL (ICTS RELATED EQUIPMENT AND SOFTWARE) new section added.
10.10.2014 HR173 Update
  • Page 1: Grievance section: New sub-section added: "Desired Outcome".
10.10.2014 HR167 Update
  • Page 1: Notes section: Removed reference to sending form to SRO as SRO will complete the form.
  • Page 1: Composition of committee section: Changes made to constituencies to align to updated policy.
  • Page 2: When do I complete this form? section: Expanded to indicate the SRO completes the form and sends to the VC.
  • Page 2: Where do I send this form? section: Removed as form now completed by SRO.
  • Page 2: When do I submit this form? section: Removed
07.10.2014 FM005 Update
  • Page 5: Audit, Management & Related Fee Section: Added 2505 M/MENT FEES NO2 PORT.
  • Page 6: Confer Fees and Reg Exps Section: Added 2195 ADMISSION & ENTRY FEE.
  • Page 6: General Operating Expenses Section: Added 2537 P-CARD NON BUS EXP.
  • Page 9: Stock Differences a/c – Pur Section: New section added.
  • Page 9: Stock Differences a/c – Pur Section: Added 3324 STCK DIFF A/C - BMR.
07.10.2014 HR134 Update
  • Page 1: Acknowledgement of debt section: Added space for a Rand amount per month in 2nd bullet point.
  • Page 1: Acknowledgement of debt section: Changed “Applicant” to “Applicant Signature”.
  • Page 1: For Office Use section: Added “Captured by” field.
  • Page 1: For Office Use section: Added field to indicate that infotype 0045 has been updated.
  • Page 2: Where do I send this form? section: Changed "Benefits Officer" to "Payroll Officer".
02.10.2014 R&I09 Update
  • Page 4: Form fields and protection removed to allow insertion of signature image.
25.09.2014 INS03 Update
  • Page 1: Instructions section: New section added indicating which of the Sections need to be completed.
  • Page 1: Section headings: Section headings (A, B, C, D) added.
  • Page 1: Section B: An instructional note added within Section B, (Type of claim) which prompts users to complete Section C additionally if this claim relates to a motor accident.
25.09.2014 PS01 Update
  • Page 10: YEP102: Duration extended from 3 hours - 4 hours.
  • Page 16: RFO100: Duration extended from 4 hours - 6 hours.
  • Page 16: RFA100: Duration extended from 3 hours - 4 hours.
22.09.2014 HR165 Update
  • Page 1: Notes section: Removed reference to sending form to SRO.
  • Page 1: Composition of committee section: Changes made to constituencies to align to updated policy.
  • Page 2: When do I complete this form? section: Expanded to indicate the SRO completes the form and sends to the VC.
  • Page 2: Where do I send this form? section: Removed.
  • Page 2: When do I submit this form? section: Removed.
22.09.2014 HR163 Update
  • Page 1: Composition of committee section: Changes made to constituencies to align to updated policy.
22.09.2014 HR162 Update
  • Page 1: Notes section: Removed reference to sending form to SRO.
  • Page 1: Composition of committee section: Changes made to constituencies to align to updated policy.
  • Page 2: When do I complete this form? section: Expanded to indicate the SRO completes the form and sends to the VC.
  • Page 2: Where do I send this form? section: Removed.
  • Page 2: When do I submit this form? section: Removed.
22.09.2014 HR201 Update
  • Page 2: Books section: New section added in.
18.09.2014 FHS019 Update
  • Page 1: Note added at top of form:
    "Only complete this final report once the research project, including data analysis, has been completed. If not all research activities are complete, please use the Annual Progress Report form (FHS017)."
18.09.2014 FHS013 Update
  • Page 5: Note under section 5.7: Wording updated to:
    "If including UCT staff: Please obtain permission from Ms. Miriam Hoosain, the Executive Director of Human Resources, when including UCT staff as research participants.
    If including UCT students: Please obtain permission from Dr Moonira Khan, the Executive Director, Department of Student Affairs when including students as research participants."
18.09.2014 FM007 Update
  • Contact details updated in accompanying documentation: "NRF fund maintenance - Closing a fund".
18.09.2014 FM003 Update
  • Contact details updated in accompanying documentation: "NRF fund maintenance - Applying for new NRF funds".
11.09.2014 FHS010 Update
  • Page 2: Question 4: New question added in.
  • Page 2: Question 5: New question added in.
  • Page 3: Question 6: New question added in.
08.09.2014 PS01 Update
  • Various course and course information updated
08.09.2014 BAS10 New

Title: BAS10 - Access Control Fault Logging or Access Request Form

When to use: To be completed if you would like to report a fault with the access control system or you would like to request additional physical access for an individual or a group of people.

04.09.2014 CMD04 Update
  • Removed references to old forms and updated references to current forms
04.09.2014 CMD02 Update
  • Removed references to old forms and updated references to current forms
03.09.2014 BAS04 New / Repurposed

Title: BAS04 - UCT Class Test Venue Request Form

When to use: To be completed by UCT staff needing to request a venue for a class test, either for the current year where the student enrolment is greater than 200 students or for the following year irrespective of student enrolment numbers.

01.09.2014 CO107 Update
  • Page 1: Notes section: Added hyperlink to the CO113 form.
  • Page 1: A2 Section: Added the five Real Internal Order types and noted that the selected option should be indicated with a tick.
  • Page 1: Approved By section: Updated wording to “Faculty / PASS Finance Manager”.
28.08.2014 HR163 Update
  • Page 1: Title: Changed title from “Selection Committee Executive Directors” to “Selection Committee Executive Directors and the Registrar”.
  • Page 1: Notes section, second bullet: Added “and the Registrar”.
  • Page 1: Notes section, third bullet: Wording indicating the form must be sent to the SRO removed as the SRO will be completing the form.
  • Page 1: Executive Director section: Expanded to include the Registrar and space for the department (if ED).
  • Page 1: Composition of committee section: Changed introductory wording to: “There should be at least one representative from each constituency, but the number of people who serve on the selection committee shall be decided by the Vice-Chancellor (or nominee) in consultation with members of the Executive.”
  • Page 1: Composition of committee section: Changed order of sections in the constituency listing to group elections by the VC and those elected by the departments together.
  • Page 1: Composition of committee section: "Employment Equity representative" changed to “representatives”, and added “preferably two”; Also added an extra line to be used if two representatives.
  • Page 1: Composition of committee section: "Council representative and Student representative" changed to “representative/s” and added extra line to cater for extra representative when needed.
  • Page 1: Composition of committee section: "For the Executive Director" added additional staff bodies constituents at bottom of list to cater for an ED: HR post.
  • Page 1: Composition of committee section: "For the Executive Director" changed “one executive member each” to “one executive committee member each”.
  • Page 2: Checklist section: New form title reflected at top of page.
  • Page 2: Checklist section: Removed "Where do I sent this form?" and "When do I submit this form?" sections.
  • Page 2: Checklist section: "When do I complete this form?" section: Added reference to the Registrar’s post in the first sentence. Added new sentence at end of section “The form is completed by the Staff Recruitment Office and forwarded to the Vice-Chancellor for approval."
25.08.2014 HR101 Update
  • Page 2: Employment Equity Details section: Text below heading changed from “Compulsory information for the Department of Labour” to “Staff are requested to identify race and disability categories for Employment Equity reporting to the Department of Labour”.
08.08.2014 HR203 Update
  • Page 1: Notes section: Changed the word “appointments” to “appointment” to align with new policy on HR website.
  • Page 1: Notes section: Removed references to the two old policies and replaced with link to the new policy.
  • Page 1: Eligibility for appointment without advertisement section: Added link to the policy details section of the new policy.
  • Page 1: Eligibility for appointment without advertisement section: Replaced previous 5 reasons with shortened versions that align to the policy summary on the web.
  • Page 2: Checklist section: Added hyperlinks to all form references.
  • Page 2: Checklist section: Added HR161 to third item in checklist.
  • Page 2: Delegated authorities section: Added row below table for VC to sign if appointment at professorial level or PC 13, peromnes 4-5.
08.08.2014 HR147 Update
  • Page 1: Notes section: Second bullet: Changed “payout of leave is necessary in certain specific circumstances relating to changes of appointment” to “payout of leave is necessary related to changes of appointment”.
  • Page 2: When do I complete this form? section: First bullet: Removed T1 and T2 references to and changed “employee” to “staff member”.
  • Page 2: When do I complete this form? section: Third bullet under Note: Changed old reference to the SAP Office to the Systems Access team and corrected the email address.
08.08.2014 HR145 Update
  • Page 1: Notes section: Second bullet: Changed “employee” to “staff member”.
  • Page 1: Notes section: Second bullet: Removed “in certain circumstances” before the “completion of contracts”.
  • Page 1: New Note added: To direct Line Managers with staff moving within the University to use the HR147 form and not the termination form.
  • Page 1: Reason for termination section: In “Other”, added “of” to death certificate reference.
  • Page 2: When do I complete this form? section: First bullet under the Note: Changed “end their contracts” to “complete their contracts”.
  • Page 2: When do I complete this form? section: Removed second bullet about staff members moving between department A and B as the new note on page 1 replaces this information.
  • Page 2: When do I submit this form? section: Changed “before the employee’s termination date” to “before the termination date”.
  • Page 2: What other forms do I need to complete? section: Added hyperlink to HR153 form reference.
08.08.2014 HR125 Update
  • Page 1: Notes section: Removed reference to “Human Resource Officer” and replaced with hyperlinked text “HR Practitioner”.
08.08.2014 HR101 Update
  • Page 1: Address Details section: Added question to determine if postal address is the same as the residential address.
  • Page 1: Address Details section: Postal Address field: Changed “if differs from above” to “if differs from residential address above”.
  • Page 3: When do I complete this form? section: Second bullet under note: Removed hyperlink from email address as is an example not a working email address.
  • Page 3: What other forms do I need to complete? section: Added hyperlink to the appointment forms.
  • Page 3: What other forms do I need to complete? section: Added HR100d to the list of appointment forms.
31.07.2014 R&I11 Update
  • Page 1: 4th bullet point under Deadlines: Time frame changed from three months to six months.
30.07.2014 DDB04 Update
  • Form fields removed and form unlocked.
30.07.2014 HR100a Update
  • Page 3: What other forms do I need to complete? section: Updated link to HEMIS Data Collection form (HR136)
30.07.2014 HR100b Update
  • Page 1: Appointment Details section: Reinstated "W, Th, F" to Days per Week field.
  • Page 2: What other forms do I need to complete? section: Updated link to HEMIS Data Collection form (HR136)
29.07.2014 PG017 Update
  • Updated application form made available for limited time only.
28.07.2014 R&I31 New

Title: R&I31 - Creative Works Award Application

When to use: To be completed by when nominating a work of art for the Creative Works Award.

23.07.2014 FHS021 Update
  • Page 9: New protocol submission checklist section: Website URL updated.
  • Page 9: New protocol submission checklist section: Added wording "For our scanning purposes we request that you please refrain from binding the documents. Please only use binder clips, paper clips and staples. Please avoid using ring binders".
23.07.2014 FHS020 Update
  • Page 2: Section 4: Website URL updated.
  • Page 3: Section 11: Website URL updated.
23.07.2014 FHS019 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
  • Page 1: Signature section: Removed Signature of Supervisor (if PI is a student).
23.07.2014 FHS017 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
  • Page 1: Protocol status section: New field added "Please indicate (in the block below) the titles and HREC reference numbers of any projects currently making use of the Database/registry/repository."
  • Page 1: Signature section: Removed Signature of Supervisor (if PI is a student).
23.07.2014 FHS016hlp Update
  • FHS Logo added.
23.07.2014 FHS016 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
23.07.2014 FHS015hlp Update
  • FHS Logo added.
23.07.2014 FHS015 Update
  • FHS Logo added.
23.07.2014 FHS014 Update
  • FHS Logo added.
23.07.2014 FHS013hlp Update
  • FHS Logo added.
23.07.2014 FHS013 Update
  • Page 11: Note section: Added wording "Please use binder clips, paper clips and staples. Please avoid using the ring binders".
23.07.2014 FHS012 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
  • Page 2: Signature section: Removed Signature of Supervisor (if PI is a student).
23.07.2014 FHS011hlp Update
  • FHS Logo added.
23.07.2014 FHS011 Update
  • Page 1: Section 1: Added "when submitting this form" to Date field.
23.07.2014 FHS010 Update
  • Page 1: Section 1: Added "when submitting this form" to Date field.
  • Page 2: Signature section: Removed Signature of Supervisor (if PI is a student).
23.07.2014 FHS009 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
23.07.2014 FHS008hlp Update
  • FHS Logo added.
23.07.2014 FHS008 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
  • Page 1: Documents for acknowledgement section: Wording changed to "...noted or acknowledged."
  • Page 3: Follow-up actions section: Points labelled a - d.
  • Page 3: Follow-up actions Note section: Added "...points b-d".
23.07.2014 FHS007 Update
  • Page 1: Protocol information section: Added "when submitting this form" to Date field.
  • Page 2: Signature section: Removed Signature of Supervisor (if PI is a student).
23.07.2014 FHS006hlp Update
  • FHS Logo added.
23.07.2014 FHS006 Update
  • Page 1: Note section: Wording changed to "Note: All major amendments should include a PI Synopsis justifying the changes for the amendment".
23.07.2014 FHS004 Update
  • FHS Logo added.
23.07.2014 FHS003 Update
  • URL updated throughout.
23.07.2014 FHS001 Update
  • Page 1: Section C: Tick added.
18.07.2014 R&I24 Update
  • Page 2: Submit application to section: Wording added "Please ensure you receive an acknowledgement of receipt within two days after the closing date."
  • Page 3: Provisional budget section: Amounts updated.
  • Page 4: Section 6: Removed.
  • Page 4: Application checklist section: Removed "Obtained the Dean’s signature".
18.07.2014 R&I08 Update
  • Page 1: Outcome date section: Changed to 25 April 2014.
  • Page 1: Purpose information: Removed
  • Page 1: Eligibility section 2nd bullet: Wording removed "...and engaged in research".
  • Page 1: Eligibility section 3rd bullet: Wording amended to "On T2 contracts employed on academic conditions of service and who have published in accredited, subsidy-earning publications in the past year".
  • Page 1: Conditions section 3rd bullet: Wording amended to "Please ensure that applications are made as well in advance as possible for conferences (preferably at least six months prior to the conference date)".
  • Page 1: Conditions section 4th bullet: Wording amended to "Staff may not apply in successive academic years to receive funding for attendance at an international conference. So, for instance, if you applied in the 2013 academic year to receive funding for an international conference, the earliest date on which you can apply again for an international conference will be in the 2015 academic year, but should not be with a 24-month period."
  • Page 1: Conditions section 8th bullet: Checklist reference changed to Section 7.
  • Page 1: Submission requirements section: Wording added "Please ensure you receive an acknowledgement of receipt within two days after the closing date."
  • Page 3: Conference details section: Dates of journey field removed.
  • Page 3: Section 3: "...plus one day before and one day after." wording removed from note.
  • Page 3: Section (Subsistence rates): Amounts updated.
  • Page 4: Section 6: "Head of PASS Department" wording added to heading.
  • Page 4: Section 6: "T2" added to 5th bullet point.
  • Page 4: Section 7: Removed.
  • Page 4: Section 8: Removed.
  • Page 5: Section 7: Application checklist amended in line with removed sections (above).
17.07.2014 R&I13 Update
  • Page 2: Submission Requirements section: Wording added: "Please ensure that you receive an acknowledgement of receipt after two days of the closing date".
  • Page 5: To be completed by the Dean section: Removed.
  • Page 5: Application checklist section: Recommendation by Dean removed.
17.07.2014 PPS01 Update
  • Page 2: Competencies Required section: Added in.
  • Page 4: Mid-year review table: Removed Competencies required column from table.
  • Page 5: Final review table: Removed Competencies required column from table.
  • Page 9: What other documentation must I refer to? section: Added a link to the UCT Competency Framework.
17.07.2014 HR191 Update
  • Page 2: Job content section: Competencies needed column removed.
  • Page 3: Competencies section: Added below Minimum Requirements.
  • Page 5: Minimum requirements section of table: Wording changed.
  • Page 5: Competencies section of table: Moved and expanded.
16.07.2014 CD007 Update
  • Page 1: Instructions section: Added wording "...in Sections 1 – 5...".
  • Page 2: Section 6: Added a shaded row before Section 6 indicating that Sections 6 – 11 are for DAD office use only.
  • Page 2: Sections 6-11: New sections, for DAD office use only, added to the form.
15.07.2014 DDB10 New

Title: DDB10 - PhD IP Assessment Form

When to use: To be completed by PhD students registered in Engineering and Built Environment, Health Sciences and Science prior to thesis submission in conjunction with the DDB09 - Notice of intention to submit PhD thesis.

15.07.2014 DDB09 Update
  • Page 1: "Return this form to" section: Details updated.
  • Page 1: "Contact" section: Details updated.
  • Page 1: Note section: Dates updated.
  • Page 1: Added section: "Note to PhD students registered in Engineering and Built Environment, Health Sciences and Science: Prior to thesis submission, you must also complete the DDB10 - PhD IP Assessment Form."
14.07.2014 HR186 Update
  • Form completely reworked.
14.07.2014 HR153 Update
  • Page 1: Point 2b):  Changed from “Transfer full benefit to new employer’s retirement annuity” to “Transfer full benefit to retirement annuity”.
  • Page 2: Point 3: Second sentence changed from “In this case your benefit can only be paid to you at retirement age (from the age of 55 onwards)” to “In this case your benefit can be paid to you at retirement age (from the age of 55 onwards) or you may transfer your funds into a preservation fund or retirement annuity of your choice before you retire”.
  • Page 3: Point 1: Changed from “You can only access your benefit at normal retirement age i.e. 65 or if you wish to retire early (i.e. after reaching the age of 55 years)” to “You may receive your retirement benefit at any time from age 55 onwards. Alternatively, you may transfer your funds into a preservation fund or retirement annuity of your choice before you retire. Previously this was not allowed but has now been enabled so that you can continue to preserve your funds until retirement, while allowing you to choose the preservation or annuity of your choice.”.
14.07.2014 HR124 Update
  • Page 1: Invigilator Details section: Added sole employer question and declaration.
  • Page 2: Authority for payment section: Changed “Faculty Office” to “Dean”.
  • Page 3: Where do I send this form? section: Changed second bullet from “then to the Faculty Office for final approval of payment and processing through HR” to “then to the Dean for final approval of payment”.
  • Page 3: Where do I send this form? section: Added new third bullet “and finally to HR Administration for processing”.
10.07.2014 R&I09 Update

Added the following note at the top: Note: Only use this form for hard-copy printed publications. For applications for open access publication costs, please see: http://www2.lib.uct.ac.za/oapfund/.

10.07.2014 MM014 Update
  • In section C: Removed paragraph two and row referring to frequent foreign traveller card usage.

  • In section D: Changed wording to clarify rules and requirement to keep slips for all purchases to facilitate reconciliation but not having to provide slips for purchases of up to $20.

09.07.2014 MM003 Update

Nedbank application form: Replaced the Nedbank application form with latest version of the form and updated references to the form.

08.07.2014 R&I28a New

Note: The nomination and application for this award, previously the R&I28 form, is now split into two forms as the process has changed: R&I28a is the nomination form and R&I28b is the application form.

Title: R&I28a - Claude Leon Merit Award for early-career researchers curriculum vitae template

When to use: For nominators (self-nominations are acceptable) of early-career researchers for grant funding through the Claude Leon Merit Award.

08.07.2014 R&I28b New

Note: The nomination and application for this award, previously the R&I28 form, is now split into two forms as the process has changed: R&I28a is the nomination form and R&I28b is the application form.

Title: R&I28b - Claude Leon Merit Award for early-career researchers application

When to use: Only nominees invited by the Research Office to submit full proposals for these awards may complete the R&I28b application form. Unsolicited proposals will not be accepted.

(R&I28b is reconfigured from the R&I28 form.)

04.07.2014 CMD05 New

Title: CMD05 - Application for UCT Web CMS training

When to use: When applying for training of Senior Content Manager(s) / Content Manager(s) / Page Manager(s) to manage/maintain content for a site in the UCT Web CMS (Content Management System).

(CMD05 is reconfigured from the CMD03b form.)

04.07.2014 CMD03 New

Title: CMD03 - Application for Domain Administrator training and access to UCT Web CMS

When to use: When applying for training and access for a Domain Administrator to manage/maintain content for a site in the UCT Web CMS (Content Management System).

(CMD03 is reconfigured from the CMD03a form.)

04.07.2014 HR124 Update
  • Page 1: Notes section: 4th bullet, forms now sent to the Faculty Office instead of the Examinations Office.
  • Page 1: Claim Details section: The previous static Fund and Cost Centre information has been replaced with fields to allow the department/faculty to enter their fund and cost centre.
  • Page 2: Authority for Payment section: Replaced Examinations Office in second sign-off row with the Faculty Office.
  • Page 3: Where do I send this form? section: Replaced Examinations Office in second bullet with Faculty Office.
  • Page 3: When do I submit this form? section: Replaced Examinations Office in first sentence with Faculty Office.
  • Page 3: When do I submit this form? section: New sentence added:  “The Faculty Office must ensure the completed forms reach HR Administration by the 3rd day of the month in which payment is to be made.”
04.07.2014 HR200 Update
  • Page 2: Recruitment advertising media deadlines section: Changed Recruitment Advertising Co-ordinator to Recruitment Advertising Officer in second and third row of table.
19.06.2014 R&I22 Update
  • Page 1: Instructions section: Contact details, email address and address of facility updated.
18.06.2014 PG024 Update
  • Page 1: Conditions of Award section: Note 1 and Note 2 added.
  • Page 1: Section A: Staff number and Student number now two separate fields.
  • Page 2: Section B: "Year of study towards above degree at time of this application" replaced with "Year of first registration" field.
  • Page 2: Section B: "Type of employment contract with UCT" field added.
  • Page 2: Section C: "Comments" replaced with "Please comment on the academic quality of the applicant" field.
  • Page 2: Section C: "Any general comment" replaced with "Please comment on the value of the proposed study" field.
13.06.2014 R&I29 Update
  • Page 1: Applicant / Nominee Particulars section: Cell beyond "End date" shaded.
  • Page 1: Applicant / Nominee Particulars section: "Highest qualification" field changed to "Current employer*".
  • Page 1: Applicant / Nominee Particulars section: Note below updated to "Any affiliation (whether staff or student, including post-docs, registrars etc.) with another South African university will render an applicant ineligible".
04.06.2014 FM032 Update
  • Page 1: Section A: Purpose of trip: Additional note added.
  • Page 1: Section A: "Period of absence, No. of days, From, To" changed to "Days of Travel, Leaving , Returning, No. of S&T days"
03.06.2014 HR164 Update
  • Page 1: Approval for Composition of Committee section:  Executive Director HR signature for the composition of the selection committee in the case of appointments without advertisement is no longer required.
03.06.2014 HR161 Update
  • Page 1: Approval for Composition of Committee section:  DVC signature for the composition of the selection committee in the case of appointments without advertisement is no longer required.
03.06.2014 HR160 Update
  • Page 1: Approval for Composition of Committee section:  DVC signature for the composition of the selection committee in the case of appointments without advertisement is no longer required.
15.05.2014 HR153 Update
  • Page 1: Personal Details section:  Extra sentence added to the Notes.
  • Page 1: PAYMENT OF UCTRF BENEFIT section: Completely re-designed with 4 main options to choose from.
  • Page 3: Wording at top changed to first refer to “deferred pensioner” before referencing the option number.
13.05.2014 AS001 Update
  • Page 1: Form split into three sections.
  • Page 1: Added section for Finance Manager to sign off on financial details at end of section 1.
  • Page 1: Some fields removed in section 3 (space constraints).
12.05.2014 ACA08 Update
  • Page 1: Notes to students: Reworded and renumbered.
  • Page 1: Notes to students: Point 2 Refund added.
  • Page 1: Home Address and Postal code fields removed.
  • Page 1: Preferred method of refund section removed.
08.05.2014 MM014 Update
  • Page 1: Section C: Completely reworded.
  • Page 1: Section E: Added "For permanent limit changes above R30,000 Note: Provide a letter of motivation for this change."
29.04.2014 R&I16 Update
  • Page 1: Purpose section: Completely reworded.
  • Page 1: Application conditions section: Completely reworded.
  • Page 2: More information available from: Contact details updated to researchfunding@uct.ac.za.
22.04.2014 SD005 Update
  • Entire form completely reworked.
17.04.2014 FM051 Update
  • Page 1: Section A2: Proof of bank details moved from B1.
  • Page 1 and 2: Section A and B: Numbering updated to accommodate the moved section B1.
16.04.2014 HR125 Update
  • Page 1: Notes: Note updated "The first new note covers the waiver of international term and international admin fees for international staff members".
  • Page 1: Notes: Note updated "The second new note indicates that the staff tuition rate has already been applied to the published fee for MMed and MPhil (for sub-speciality training) degrees".
14.04.2014 SD008 New

Title: SD008 - Debtors Credit Card Form

When to use: When authorising UCT to charge a credit card in payment of a debtor.

14.04.2014 ACA031 New

Title: ACA031 - UCT Short Course Approval Form

When to use: When requiring faculty and Senate approval for a new short course.

14.04.2014 FM049 Update
  • Page 1: Notes added: "All reimbursements must be made within 6 months of being incurred, if not, a letter of motivation must be attached to the reimbursement claim prior to being authorised".
  • Page 1: Notes section: Bullets added to notes.
14.04.2014 FM045 Update
  • Page 1: New Note e) added: "All reimbursements must be made within 6 months of being incurred, if not, a letter of motivation must be attached to the reimbursement claim prior to being authorised".
  • Page 1: Checkbox added: "For claims >6 months, letter of motivation attached" with added checkbox.
14.04.2014 FM030 Update
  • Page 1: Notes section: Note c) removed: "No reimbursement will be made unless approved by the authorised signatories".
  • Page 1: Notes section: Note g) removed: "Travelling between home and the airport is included in the foreign S&T allowance".
  • Page 1: Notes section: New note g) added: "All reimbursements must be made within 6 months of being incurred, if not, a letter of motivation must be attached to the reimbursement claim prior to being authorised".
09.04.2014 R&I30 New

Title: R&I30 - WUN Research Mobility Awards

When to use: When applying for a Worldwide Universities Network Mobility Award.

07.04.2014 TA03 Update
  • Page 1: Student details: Fields updated to accommodate alpha-numeric input.
07.04.2014 R&I24 Update
  • Page 1: Eligibility: Point 2 and 3 merged to read "Honorary Research Associates; Emeritus Professors; Emeritus Associate Professors; Honorary Professors; Honorary Associate Professors and Senior Research Scholars who have published in accredited, subsidy-earning publications in the past year; Joint permanent academic staff".
  • Page 1: Eligibility: Wording moved below points "Track record in the training of postgraduate students and accredited publications are advantages".
  • Page 1: More information available from: Contact details updated.
  • Page 2: Submit application to: Wording altered to "Applications for visits/courses’ attendance retrospective to the application closing date will not be considered".
07.04.2014 R&I13 Update
  • Page 1: Visiting Lecturers Fund (VLF) details - Conditions Point 2: Email address updated.
  • Page 1: Visiting Scholars Fund (VSF) details - Conditions Point 3: Email address updated.
  • Page 2: Visiting Lecturers Fund (VLF) details - Conditions Point 7: Wording removed "Applications will not be considered if reports are not considered".
  • Page 2: Visiting Scholars Fund (VSF) details - Conditions Point 8: Wording removed "Applications will not be considered if reports are not considered".
  • Page 2: Submission Requirements: Wording altered to "Applications for visits/lectures retrospective to the application closing date will NOT be considered".
31.03.2014 HR163 Update
  • Page 1: Composition of Committee: Wording updated "Staff representative/s in department in question (below PC10)(elected by the department)".
  • Page 1: Composition of Committee: Employment Equity representative line swapped with the Academic staff representative/s line.
31.03.2014 ACA030 New

Title: ACA030 - UCT Course Approval Form

When to use: When requiring faculty and Senate approval for a new course, or changes to an existing course.

31.03.2014 HR100b Update
  • Page 1: Appointment Details section: Added "Note: For ad hoc and paid-on-claim appointments, the department is responsible for issuing appointment letters (see templates under HR100 on the UCT forms website). From 1 May 2014 this appointment form will not be processed without an attached copy of the ad hoc or paid-on-claim appointment letter".
  • Page 2: What other forms do I need to complete? section: Wording updated "For ad hoc and paid-on-claim appointments, the department is responsible for issuing appointment letters (see templates under HR100 on the UCT forms website). From 1 May 2014 this appointment form will not be processed without an attached copy of the ad hoc or paid-on-claim appointment letter".
31.03.2014 HR100a Update
  • Page 2: Appointment Details section: Wording updated "Note: For ad hoc or paid-on-claim appointments, the department is responsible for issuing appointment letters (see templates under HR100 on the UCT forms website). From 1 May 2014 this appointment form will not be processed without an attached copy of the ad hoc or paid-on-claim appointment letter".
  • Page 3: What other forms do I need to complete? section: Wording updated "For ad hoc and paid-on-claim appointments, the department is responsible for issuing appointment letters (see templates under HR100 on the UCT forms website). From 1 May 2014 this appointment form will not be processed without an attached copy of the ad hoc or paid-on-claim appointment letter".
31.03.2014 CMD04 Update
  • Page 1: Section A.1: Added "Note: Once a backup of a website on an ICTS web server was created the responsibility for downloading and archiving the backup lies with the website owner."
  • Page 2: Roles and responsibilities in the UCT Web CMS: Section added.
  • Page 2: Added Terms and definitions section: Defining Domain, Domain name and Web CMS.
31.03.2014 CMD03b Update
  • Page 1: Section A: Applied some minor formatting changes.
  • Page 1: Section C: Added "Note: An email from the Head of Faculty/Department /Unit to acknowledge and confirm the above approval sent to icts-helpdesk@uct.ac.za (with this completed form attached) will be accepted in lieu of signature".
  • Page 2: Roles and responsibilities in the UCT Web CMS: Applied some minor working edits.
31.03.2014 CMD03a Update
  • Page 1: Section A: Applied some minor formatting changes.
  • Page 1: Section C: Added "Note: An email from the Head of Faculty/Department /Unit to acknowledge and confirm the above approval sent to icts-helpdesk@uct.ac.za (with this completed form attached) will be accepted in lieu of signature".
  • Page 2: Roles and responsibilities in the UCT Web CMS: Applied some minor working edits.
31.03.2014 CMD02 Update
  • Page 1: Section A.1: Moved Note regarding domain names to the New site field.
  • Page 1: Section A.1: Added "or replacing" to Reworking existing site field and added "Current" to website domain name field.
  • Page 1: Section A.2: Website type: Added “Course/programme” type.
  • Page 1: Section A.4: Added “Website branding: Does your organisational entity/area have its own official logo?” followed by a note.
  • Page 1: Section A.5: Added “Website modules: Does your website need to display news articles?” followed by a note.
  • Page 2: Section C: Applied various edits to the Note.
  • Page 2: Roles and responsibilities in the UCT Web CMS: Applied some minor working edits.
  • Page 2: Added Terms and definitions section: Defining Domain, Domain name and Web CMS.
24.03.2014 FHS013 Update
  • Page 1: General Information: Question added "Is this a sub-study linked to an existing/main study? (Yes / No); If yes, please provide the HREC ref no of the existing/main study".
  • Page 1: Investigator(s) profile: Note added: "For all undergraduate student research please only complete the FHS021 form and not this form".
  • Page 3: Section 3.5: Link included to the actual clause to assist the PI.
20.03.2014 R&I09 Update
  • Major overhaul of entire form.
18.03.2014 FM049 Update
  • Page 1: Mileage rate: Updated mileage from rate: R3.24 to R3.30, and effective date from 1 March 2013 to 1 March 2014.
  • Page 1: S&T: Updated S&T local amount from R319 for meals & incidentals to R335, and R98 for incidentals only to R103.
18.03.2014 FM033 Update
  • Page 1: Section B Breakdown of Expenditure: Updated mileage from rate: R3.24 to R3.30, and effective date from 1 March 2013 to 1 March 2014.
  • Page 1: Section B Breakdown of Expenditure: Updated S&T: R319 for meals & incidentals to R335, and R98 for incidentals only to R103, effective 1 March 2014.
18.03.2014 FM032 Update
  • Page 1: Section B: Updated local travel from R98 to R103 for incidental costs only & R319 for meals & incidentals to R335.
18.03.2014 FM030 Update
  • Page 1: Rates per km: Changed the rate per km for Motor vehicles (all types) from R3.24 to R3.30 and Motor cycles from 2.27 to R2.31.
  • Page 1: Effective date: Updated from 1 March 2013 to 1 March 2014.
14.03.2014 NRF fund maintenance - Closing a fund Update
  • Page 2: List of Contacts: Contact names and contact details updated in table.
14.03.2014 NRF fund maintenance - Applying for new NRF funds Update
  • Page 2: Procedure point 3: Wording updated to "NRF Acceptance of Grant Conditions (ACG) endorsed by the Research Office."
  • Page 2: List of Contacts: Contact names and contact details updated in table.
05.03.2014 R&I29 Update
  • Page 1: Instructions: Point added : "Disclosure form (HR130) – Higher Education Act, Council’s Policy, and Council’s Rules on Conflicts of Interest."
  • Page 1: Applicant / Nominee Particulars: Added "New application / Renewal / Term (if renewal)".
  • Page 1: Applicant / Nominee Particulars: Added "Employment Status: Employed / Self-employed / Unemployed".
  • Page 1: Required Attachments: Last sentence amended to "For both new and renewal applications: Completed HR100a (signed by HOD and Dean), HR101 (signed by applicant), HR130 (signed by applicant)".
  • Page 1: Note under Applicant / Nominee Particulars: Added: "Such applications will be considered only in exceptional and well-motivated cases.
  • Page 1: Application Approved By: Added "(Research Office to process)" next to "URC Chair".
  • Page 1: Note at bottom of form: Added "Please send complete application (including all requested documentation) to:
    The Research Office, Strategic Support Cluster, Allan Cormack House, 02 Rhodes Avenue, Mowbray, 7700".
04.03.2014 PG002 Update
  • Page 1: Section 2: Bullet re-instated next to "Single payment for 2014".
  • Page 1: Section 2 disclaimer: Wording amended to "I , the Fundholder or Head of Department/Director confirm that:"
  • Page 1: Name Print Area: Wording changed to "Name of Fundholder or Head of Dept (PRINT)".
  • Page 1: Name Signature Area: Wording changed to "Signature of Fundholder or Head of Dept".
  • Page 1: Section 2 notes: Point 2 full stop added at end of sentence.
  • Page 1: Section 2 notes: Point 5 date changed to current. "5. All previous versions of the PG002 are obsolete and will not be accepted as from 24 February 2014".
27.02.2014 HR142 Update
  • Page 1: Authority for leave: Replaced "Dean of Students" with "Executive Director: Department of Student Affairs".
  • Page 1: Authority for leave: The word "appointment" written out in full (was previously "apt").
  • Page 1: Authority for leave: Line break added before the word "appointment".
  • Page 2: Where do I send this form? second bullet point: Changed "Dean of Students" to "Executive Director: Department of Student Affairs".
26.02.2014 PG011 Update
  • Page 1: Title: Date updated to 2014.
  • Page 1: Signature area: layout reformatted into table.
  • Page 1: Final note on page: Date updated to 30 April 2014.
26.02.2014 PG010 Update
  • Page 1: Closing date: Date updated to 30 April 2014.
  • Page 1: 2. Academic record: list of required documents formatted into table.
  • Page 2: Intellectual ability table: Wording "(Ink signature required)" added.
  • Page 2: Recommendation by Head of Department table: Wording "(Ink signature required)" added.
26.02.2014 PG009 Update
  • Page 1: Title: Date updated to 2014.
  • Page 1: 2. Eligibility: Wording updated to "Only the following students are eligible and may be nominated".
  • Page 1: 2. Eligibility, 2.1 (c): Wording changed from "...they were..." to "...he/she was...".
  • Page 2: 3.1 Nomination procedure: Numbering re-instated for first four points.
  • Page 2: Closing date: Date updated to 30 April 2014
25.02.2014 FHS005 Update
  • Page 1: first table: last row formatted to accommodate "Department / Name / Signature" each into their own cell.
  • Page 1: second table: layout of table reformatted from 1 row x 6 columns to 2 rows x 3 columns.
  • Page 1: third table: Signature/Date table at bottom of page: layout of table reformatted from 2 rows x 2 columns to 1 row x 4 columns.
25.02.2014 FHS003 Update
  • Page 1: Title: The word "research" removed.
  • Page 1: Instructions: Wording updated to "Researchers must ensure that they use the current version of the application which is available on".
  • Page 1: New Protocol Application, bullet 2: "(AEC)" added after the words "Animal Research Ethics Committee".
  • Page 1: Post Submission Guidance, bullet 1: Wording "Animal Ethics Committee" removed and replaced with "(AEC)".
  • Page 1: Responding to the Committee’s Feedback, bullet 4: Wording "Research Ethics office" formatted to bold.
  • Page 1: Responding to the Committee’s Feedback, bullet 5: Wording "draw attention to inconsistencies between answers given to the various sections of the application" formatted to bold.
  • Page 1: Annual Progress Reports (Continuing Review of On-going Research): Removed ":" colon at end of first sentence.
  • Page 2: Title: The word "research" removed.
  • Page 2: 2.DETAILS OF APPLICANT: Wording changed to "Title (e.g. Professor, Dr, Mr, Ms)".
  • Page 2: 2.DETAILS OF APPLICANT: Additional row added to table titled "If applicant is a student, please provide name of supervisor".
  • Page 2: 3.CONTACT DETAILS: Additional row added to table titled "Telephone number of Supervisor (if applicable)".
  • Page 2: 3.CONTACT DETAILS: Additional row added to table titled "E-mail address of Supervisor (if applicable)".
  • Page 3: 5. ANIMALS REQUIRED: "Age" and "Mass" split into separate cells.
  • Page 4: 8. RESEARCH PARTICIPANTS: "If the applicant is a student then the PI (project supervisor) must be included in this section and take overall responsibility. The student then ticks all relevant boxes."
  • Page 6: 14. FOCUS ON REDUCTION AND REFINEMENT: Wording updated to "If applicants require assistance with determining the statistical power and sample size, the faculty biostatistician, Mr Henri Carrara can be consulted."
  • Page 13: 26. BIOHAZARD STATEMENT: Section wording edited and layout completely reformatted.
25.02.2014 R&I013 Update
  • Page 1: Section 1: Email address updated under "Conditions" to:
    edwina.brooks@uct.ac.za
24.02.2014 MM010 Update
  • Page 1: Third bullet under "This form" section: Additional wording appended as follows:
    "
    If not used then an email approval from the Fundholder is required or MM009 blanket approval."
  • Page 1: Section C: Second in put row in table removed:
    "Above R100 000: Faculty/PASS Finance Manager" removed.
  • Page 1: Section C: Information amended as follows:
    "Above R100 000 – two written quotes; above R500 000 – three written quotes; above R1 000 000 – tender via PPS. Quotes attached; see policy for exceptions".
17.02.2014 PG001 Update
  • Page 1: First "Note" section: Point 1 wording added as follows:
    "1. If a bursar does not obtain the degree for which the bursary was awarded, relinquishes his/her studies, or leaves the university during the period for which the bursary was awarded, he/she will have to refund all payments of the bursary already received for study towards the particular degree/final year undergrad, plus interest at the prevailing prime rate charged by the University"
  • Page 1: Last "Note" section: Point 5 wording updated as follows:
    "5. All previous versions of the PG001 are obsolete as from 13 February 2014."
17.02.2014 HR151 Update
  • Page 1: bottom of page below Beneficiaries table: Field added for member's signature and date
11.02.2014 FHS016 Update
  • Page 3: Point 7. Progress of Study: Wording of sentence updated to read as follows:
    "Please provide a brief summary of the research to date including the overall progress and the progress since the last annual report as well as any relevant comments/issues you would like to report to the HREC:"
11.02.2014 AS001 Update
  • Page 1: Bulleted points at top of form: Link to PPP02 updated
  • Page 1: Section 1.2.2 Donation Details: Link to CD006 corrected
10.02.2014 INS02hlp Update
  • Page 1: Instruction added for Apple Mac users to the help documetation
10.02.2014 PG023 Update
  • Page 1: Form fields added and form locked
  • Page 1: Comments field in section B2 and C2: Rows merged to allow for continuous form field input
05.02.2014 FM033 Update
  • Page 1: CREDIT : Total advance to clear table:  Added another GL to the credit side of the clearing journal for advances.
  • Page 1: CREDIT : Total advance to clear table: added a total box for the credits.
  • Page 1: At the foot of the page: Added "These 3 totals must be the same".
05.02.2014 FM041 Update
  • Page 1: REQUEST SELECTION section: Added "Airport parking / taxi >R600 (PAY005)".
  • Page 1: Section C: Changed text to "Supported" and "NOT supported" with relevant check boxes.
05.02.2014 HR120 Update
  • Page 1: Claim Details section: Removed a vertical line from the Course Code field.
  • Page 3: When do I complete this form? section: Part 2 of the table, last section External examining of essays or projects or reports, the rate per essay was changed from R250.00 to R280.00
05.02.2014 MM024, MM025 New
  • Title: MM024: Request for quotation
    When to use: This form is used to request a quotation from a vendor for goods or services i.e. for orders from R100 000 to R1 000 000 (three quotes required); or for lower values if appropriate.
    See: PPP002 – Threshold values for purchasing.

  • Title: MM025: Quotation summary
    When to use: This form is used to summarise quotations received from vendors when a department has requested a quotation for goods or services using MM024, i.e. for orders from R100 000 to R1 000 000 (three quotes); or for lower values if appropriate. See: PPP02 - Threshold policy

05.02.2014 FM012 Update

FM012: Reformatted form to be consistent with other forms. Added a new signoff by Finance managers for the new activity of approved business plans.

05.02.2014 FHS002 (C1) Update

Replaced the Microsoft Word version with the PDF version. Note: Only the electronic PDF version of the FHS002 may be used.

28.01.2014 MM002 Update

Added an e-mail address vendor@uct.ac.za to the instructions for sending the form.

22.01.2014 MM019 Update

In the Instructions section, added a second bullet: "For changes to the card profile only i.e. temporary or permanent limit changes, or cash facilities, please use form MM014."

22.01.2014 PG014, PG024 Update
  • PG014:

    • In the Important notes for the Principal Investigator/HOD section:
      - In the fourth bulltet added "signed by the Principal Investigator".
      - In the fifth bullet, replaced "Attendance" with "Service".

    • In section 1, in the Note, added "(except for the Claude Leon Fellowship)" and "signed by your Principal Investigator".

    • In section 2, removed the fifth check box regarding non-SA citizens and health insurance and visa requirements.

    • In the Note added "signed by your Principal Investigator".

    • In section 5, in the Note, added "In the event of the fellowship being withdrawn or cancelled, it is the responsibility of the fund holder to ensure the funds be returned to UCT by the fellow."

  • PG024:

    • Added 2014 closing dates to the header.

    • In Section A: Moved Title field and added the Date of staff appointment fields.

    • In Section C:
      - Updated the year reference.
      - In C.4. Added "Note: The application will be disqualified if the required progress report is not attached."

20.01.2014 PG022 New

Title: PG022 - Monthly Departmental Claim Form

When to use: Used by departments for claiming monthly payments for awarded scholarships.

20.01.2014 PG023 Update

PG023: Complete revision of the form including field and formatting changes.

20.01.2014 TA01 Update

Corrected the phone number, i.e. (021) 650 3312/3.

17.01.2014 TA01, TA02 Update

TA01 and TA02: Edited the header, spacing, page margins of form so that forms are more likely to fit on one page when printed.

17.01.2014 FHS021 New

Title: FHS021 - Undergraduate student research protocol application form
When to use: When you need to apply for an Undergraduate student research protocol.

16.01.2014 R&I11, R&I16 Update
  • R&I11:

    • On page 1 in the instructions section:
      - Added the new first paragraph
      - Bulleted all the points.

  • R&I16:

    • On page 1 in the instructions section, changed the deadlines to those applicable for 2014.

    • On page 6 in the 5. Endorsement section, moved the check box fields to the right hand side of the options Strongly supported, Supported and Not supported respectively.

16.01.2014 R&I09 Update

On page 3: Removed the text "Enter the list of authors and affiliation here" from the entry field and placed it above the field.

16.01.2014 SAP03 Update

Removed "Manager – Assets Accounting, General Ledger: Brian Nelson” as he has left UCT and as Veronica Baatjes (Head – Assets Accounting, General Ledger) is listed and signs off access to roles applicable to her area.

14.01.2014 MM026 New

Title: MM026 - Request for approval of deviation from tender procedure
When to use: Use for obtaining approval from the Finance Department when a deviation from the tender procedure occurs.

14.01.2014 R&I29 New

Title: R&I29 - Honorary Research Associate Application  
When to use: This form is used by departments when applying to appoint an Honorary Research Associate (HRA). It covers new and renewal applications.

13.01.2014 R&I08 Update
  • Changed the deadlines to those applicable for 2014.

  • Added Purpose section.

  • Edited Eligibility section.

  • Edited Conditions section.

  • In Section 3:

    • Edited the three options

    • Added field asking “ Is the conference taking place within the 6 weeks following the application submission deadline?”.

    • Added an “Other (please specify)” field for intended presentation.

    • Removed fields: "Date of last URC funded local conference:" and "Date of last URC funded international conference:"

  • In Section 4:

    • Added to Travel costs to conference venue field: "and attach proof of quotes" .

    • Edited "Note" for Conference registration fee field.

    • Added to Total cost calculated field: (please indicate 100% of eligible costs):

    • Replaced note to Contribution from other sources field with: (this is very important as the URC is not able to fund 100% of the eligible costs)

  • In Section 5: Added "* Declaration still applies if you are leaving due to termination of the contract."

  • In Section 6:

    • Added: "If the applicant is a contract employee, please indicate likelihood of the contract being extended."

    • Changed order of option fields.

  • In Section 7: Changed order of option fields.

  • In Section 8: Changed order of option fields.

13.01.2014 TA01 Update
  • Added text to Important Information section: It is the responsibility of staff to check their payslip to ensure that deductions are coming off their salary.

09.01.2014 PG001, PG002. PG015, PG016, PG018, PG021 Update
  • PG001: In section 2. TO BE COMPLETED BY THE NRF GRANTHOLDER:

    • Added field: "Is the student a full-time salaried employee?

    • Updated the Journal Done By fields: for Humanities (Nompendulo Gosa); Law (Merle Christians); Science Rovena Hendricks/Deborah Fielding).

    • Updated point 5 in the Note: "All previous versions of the PG001 are obsolete as from 1 January 2014."

  • PG002: In section 2. TO BE COMPLETED BY THE FUND HOLDER/HEAD OF DEPARTMENT:

    • Updated the year to 2014.

    • Updated point 5 in the Note: "All previous versions of the PG002 are obsolete as from 1 January 2014."

  • PG015:

    • In the Note section:
      - In the third bullet point, added: "signed by Principal Investigator".
      - In the sixth bullet point, replaced certificate of "attendance" with certification of "service".

    • In section 2:
      - Edited the first check box by removing: "(Form 1B and Registration Form)".
      - Removed the last check box: "If you are a non-SA citizen, you need to have obtained the compulsory Health Insurance and provided the Office with the relevant details and a copy of your Visa."
      - Added to the first bullet point of the note: "signed by your Principal Investigator".

    • In section 4, updated the year to 2014.

  • PG016:

    • In the Note section:  In the fifth bullet point, replaced certificate of "attendance" with certification of "service".

    • In section 1: Added "and journal" to the second point of the instructions.

    • In section 2:
      - Edited the first check box by removing: "(Form 1B and Registration Form)".
      - Removed the check box: "If you are a non-SA citizen, you need to have obtained the compulsory Health Insurance and provided the Office with the relevant details and a copy of your Visa."
      - Removed the first bullet point of the note.

    • In section 4, updated the year to 2014.

  • PG018: Removed all the text fields and check boxes from the form.

  • PG021: Changed the last updated date to current year.

09.01.2014 HR200, HR141 Update
  • HR200: Page 1: In the Advertisement section, the second bullet point referring to the short advertisement has been removed as the short advertisement is no longer required.

  • HR141: Page 1: Encashment of leave section: Changed  "for study and research or contact leave at a maximum rate of R 15 000 per month / R17000 per month from 1 Jan 2014” to "for study and research or contact leave at a maximum rate of R 17 000 per month”.

08.01.2014 MM003 Update
  • In the Instructions section: Made some minor edits.

  • In SECTION 2: CARD PROFILE: Added to the note: "Provide a letter of motivation for any limit request above R30,000."

  • In SECTION 4: AUTHORISATIONS, in the To be completed by Line Manager for the cardholder section:

    • Added the bullet point: "I agree to review the validity of transactions on the monthly P-Card expense report as provided by the card processor and return the signed report to the card processor for audit purposes."

    • Removed the last bullet point: "I agree and understand that I need to monitor the expenses on this card monthly."

08.01.2014 FM040, MM002, MM008, MM014,  MM018, MM019, MM020, MM022, SAP01, SAP05 Update
  • Procurement and Payment Services (PPS) moved from 2 Rhodes Ave on Monday 18 November to:
    2nd Floor Meulenhof (previously known as Shell Court), 93 Main Road, Mowbray.

  • All forms with the PPS address have been updated replacing the old address with the above new address.

  • Removed the fax number where applicable, as PPS no longer has a Telkom line.

08.01.2014 MM027 New

Title: MM027 - Foreign vendor request

When to use: Use when a department needs to place an order with foreign vendors which they plan to use on a regular basis so that they can be loaded as a foreign vendor on SAP.

2013

Date Form name Change Description of change / Details of new form
20.12.2013 FHS013 Update
  • Moved some sections around.

  • In section 2.1: Added new note that students cannot be the PI only supervisors.

  • Added section 2.4. Supervisor(s) for supervisors names and contact details.

  • In section 2.6: Added Supervisor row.

  • In section 3.3: Replaced "Project title" with "Project title and update, i.e. ongoing, completed etc. (Please add brief description in synopsis)".

  • In section 3.4: Replaced "2008" with "2013".

  • In section 4.1: In the first row added "student research" to the examples.

  • Added section 5.6: Where are you recruiting from?.

  • Added section 5.7 Which authority will be approached for institutional approval? followed by a note including hyperlinks to some forms that are relevant to complete with this form like. the DSA100 and two HR forms.

  • In section 7: Added section headings.

  • Added section 8.4: Student signature section.

  • Updated conflict section.

  • Edited New protocol submission checklist section.

18.12.2013 R&I18 Update
  • Changed the deadlines to those applicable for 2014.

18.12.2013 R&I13, R&I24 Update
  • R&I13:

    • In Section 1:

      • Changed the deadlines to those applicable for 2014.

      • In the Costs section: Replaced the costs with R15,000 and R25,000 respectively.

      • In the Submission Requirements section: Replaced "Applications for visits/lectures retrospective to the committee meeting date of 24 October 2013 will NOT be considered." with "Applications for visits/lectures retrospective to the application date will NOT be considered."

    • In Section 2:

      • In 1. Details of applicant section: Added the Designation field.

      • In 7. Other grants applied for section: In 7.3. updated the maximum limits.

  • R&I24:

    • Changed the deadlines and dates to those applicable for 2014.

    • In the Eligibility section: Replaced the last bullet point with: "Contract staff employed on academic conditions of service and who have published in accredited, subsidy-earning publications in the past year. Preference will be given to contract staff with a valid NRF rating."

    • In the Submit application to section: Removed the date and replaced the last point with: "Applications for visits/courses’ attendance retrospective to the application date will not be considered."

18.12.2013 R&I09 Update
  • Added to Deadlines: section: "Year end cut-off date 1 December to meet the year-end financial deadline."

18.12.2013 TA01 Update
  • Removed 2013 parking fees and this row to avoid confusion around EU agreement for yellow bay holders.

18.12.2013 INS02 Update
  • Added two fields: Nationality and Passport number

  • Replaced insurance summary with that of new insurance company, AIG.

11.12.2013 HR192 New

Title: HR192 - Job evaluation application form

When to use: When a job needs to be evaluated and graded.

02.12.2013 FHS002 (C1) New e-form
  • The Word version of this form is going to be replaced with the PDF FHS002 (C1) electronic form version (e-form), which has been made available in a note, in the meantime. The e-form will be available from the main FHS002 link from 1 February 2004.

  • Note: Until 31 January 2014, either the PDF FHS002 (C1) e-form or the Word paper FHS002 form may be used. From 1 February 2014, only the new e- form may be used.

29.11.2013 HR130 New

Title: HR130 - Disclosure form

When to use: This form must be used to declare your financial and fiduciary interest and those of your immediate family.
Note:
The disclosures sought are required by the Higher Education Act, Council’s Policy, and Council’s Rules on Conflicts of Interest, and the application of those rules to members of Council, Council committees and staff.  See: http://www.hr.uct.ac.za/policies/conflict_of_interest/

29.11.2013 HR106, HR167, HR202 Update
  • HR106

    • Page 2:
      In the When do I complete this form? section replaced the fourth bullet point under the note with:
      "MP = Monthly Pay. Enter the actual hours worked as Monthly Pay.
      LP = Leave Pay. Enter the hours claimed as Leave Pay for the month. According to the Basic Conditions of Employment Act, annual leave is accrued at a rate of 1 hour for every 17 hours worked, provided the person works more than 24 hours per month. This leave pay should be claimed on a month by month basis during the period of the contract. Leave not claimed in this way must be paid out at end of contract, provided the employee has worked more than 4 months."

  • HR167

    • Page 1:
      - Notes section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.
      - Composition of committee section: 2. Deans line: Added “(elected by the Deans)”.

    • Page 2:
      - Where do I send this form? section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.

  • HR202

    • In the Post details section changed the word “dependant” to “dependent”.

18.11.2013 HR141 Update
  • Page 1: In the Financial Assistance section, in the Encashment of leave sub-section,
    replaced the text “(for study and research or contact leave at a maximum rate of R 15 000 per month)”
    with “(for study and research or contact leave at a maximum rate of R15 000 per month / R17 000 per month from 1 Jan 2014)”.

  • Page 3: Added hyperlinks to the HR140 and HR143 forms as well as the HR Administrator section on the HR website Contacts page.

  • Applied the HR form standard for bracketed text so it has been changed from italics and decreased from font size from 9 to 8 points.

18.11.2013 FM052 Update

The name has changed from "Request for cheque" to "Request for student award/ prize from investment fund" and other changes have been made to the form to reflect that prizes will now be paid directly into the student’s bank account rather than by cheque.

18.11.2013 FM030, FM034, FM045, FM049, FM051, FM052, FM053, MM023 Update
  • Procurement and Payment Services (PPS) moved from 2 Rhodes Ave on Monday 18 November to:
    2nd Floor Meulenhof (previously known as Shell Court), 93 Main Road, Mowbray.

  • All forms with the PPS address have been updated replacing the old address with the above new address.

15.11.2013 HR162 New

Title: HR162 - Selection Committee GSB Director

When to use: When appointing a selection committee to recruit and fill a vacant GSB Director’s post.

15.11.2013 HR200 Update

Page 2: Recruitment advertising media deadlines
- Changed “Monday Paper” references to “Monday Monthly”.
- Updated submission and deadline information for Monday Monthly.

15.11.2013 EBE04 Removed

Removed EBE04 form as it was no longer used and out of date.

15.11.2013 R&I28 Update
  • Page 1:
    - Replaced deadline with  "Friday, 10 January 2014".
    - Replaced contact person with "Tamlyn Mawa: researchfunding@uct.ac.za "

  • Page 2: Replaced year of research plan with "2014/15"

12.11.2013 R&I09 Update
  • Page 1: Removed "Institute/Centre".

  • Page 2: II: Replaced "Proof of publisher's peer-review statement" with "Statement from the publisher describing the peer-review process for this book".

  • Page 4: Replaced "Proof of publisher's peer-review statement" with "Statement from the publisher describing the peer-review process for this book".

08.11.2013 HR100a,  HR100d, HR101, HR102, HR104, HR125, HR150, HR152, HR160, HR161,
HR164, HR200, HR202, HR203, PPS01, PPS03
Update

Replaced "HR Advisor" with "HR Practitioner" as this is the new name for this position.

28.10.2013 HR165, HR167, HR191, HR200 Update
  • HR165

    • Page 1:
      - Notes section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.
      - Composition of committee section:
      o “Members of the Executive” changed to “Executive Officers” and “added (DVCs)”
      o Faculty Employment Equity Representatives: Added “s” at end of “Representative” and added extra line for second EE Rep.
      o Professors in the Faculty and Members of Council and Further members nominated by the VC and External persons fields: Deleted one line.

    • Page 2:
      - Where do I send this form? section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.

  • HR167

    • Page 1:
      - Notes section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.
      - Composition of committee section: 2. Deans line: Added “(elected by the Deans)”.

    • Page 2:
      - Where do I send this form? section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.

  • HR191

    • Page 2: Changed “performance areas” to lower case.

    • Page 4: In table, removed any capitals from any words after the first word. Corrected any grammatical errors and fixed spacing where needed.

    • Page 5: Changed “Any other documentation which assists is describing the job” to “Attach any other documentation which assists in describing the job”.

  • HR200

    • In the Post details section changed the word “dependant” to “dependent”.

28.10.2013 HR165, HR167, HR191, HR200 Update
  • HR165

    • Page 1:
      - Notes section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.
      - Composition of committee section:
      o “Members of the Executive” changed to “Executive Officers” and “added (DVCs)”
      o Faculty Employment Equity Representatives: Added “s” at end of “Representative” and added extra line for second EE Rep.
      o Professors in the Faculty and Members of Council and Further members nominated by the VC and External persons fields: Deleted one line.

    • Page 2:
      - Where do I send this form? section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.

  • HR167

    • Page 1:
      - Notes section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.
      - Composition of committee section: 2. Deans line: Added “(elected by the Deans)”.

    • Page 2:
      - Where do I send this form? section: Changed “Staff Recruitment & Selection Office” to “Staff Recruitment Office”.

  • HR191

    • Page 2: Changed “performance areas” to lower case.

    • Page 4: In table, removed any capitals from any words after the first word. Corrected any grammatical errors and fixed spacing where needed.

    • Page 5: Changed “Any other documentation which assists is describing the job” to “Attach any other documentation which assists in describing the job”.

  • HR200

    • In the Post details section changed the word “dependant” to “dependent”.

22.10.2013 TA01 Update

In the Important Information section, changed the last bullet point as follows: "It is the responsibility of staff to notify the Traffic Admin if they do not wish to apply for a parking disc, before the end of December each year. If no notifications are received, deductions from their salary will continue."

17.10.2013 HR191 Update

This form has been redesigned and many changes have been made.

16.10.2013 HR120, HR121, HR124 Update
  • HR120:

    • Page 1:
      - Notes section: Third bullet - Changed “forward” to “forwarded”.
      - Bank Details section: Added capitals to first letters of Tax Reference Number to match other form fields.

    • Page 2: Orals / Practicals section: Changed “Pracs” in last column to “Practicals”.

    • Page 3: Where do I send this form? section: Second bullet – Added “(DC)” at end.

  • HR121: Page 1: Bank Details section: Added capitals to first letters of Tax Reference Number to match other form fields.

  • HR124:

    • Page 1:
      - Notes section: Fourth bullet - Changed “forward” to “forwarded”.
      - Bank Details section: Added capitals to first letters of Tax Reference Number to match other form fields.

    • Page 3: What other forms do I need to complete? section: Added “need to be completed” at end of sentence.

16.10.2013 HR176 Update
  • Page 1:

    • “Staff Member on Probation” changed to “Name of Staff Member on Probation”.

    • “Expiry of Probationary Period” changed to “Expiry Date of Probationary Period”.

  • Page 5: When do I complete this form? section:

    • Added the word “provides” at end of second paragraph, just before bullets.

    • Moved “either” down into fist bullet line, added comma at end of bullet.

    • Moved “or” from end of first bullet to beginning of second bullet.

  • Page 5: Where do I send this form? section:

    • Added colon at end of first sentence.

    • First bullet: Added comma after “HR Practitioner”.

    • Second bullet: Changed “then the Dean” to “then to the Dean”. Also added a comma before “and” at end of bullet.

10.10.2013 MM023 Update

This form was previously only available on request by contacting Khaya Mbulawa for a copy of the form. However, it was decided that it should now be made available electronically, see: http://mm023.docx .

03.10.2013 HR120, HR121, HR124 Update

HR120 (note form sub-title has changed to Taught Courses, please update Form Title column on Admins forms page)

  • Page 1:

    - Form sub-title changed from “Teaching Programmes” to “Taught Courses”.

    - Notes section:

    • End of second bullet: “teaching programmes” changed to “taught courses”.

    • Third bullet: Changed “Student Administration Building” to “Masingene Building”.

  • Page 2: Claim details section:

    • First column: Changed amount from R45.00 to R55.00.

    • Second column: Changed “coursework essays” to “PG coursework essays”. Changed amount from R80.00 to R90.00

    • Third column: Changed “No. of PGDip Law research papers examined at” to “No. of PGDip research paper/report/project”. Changed amount from R250.00 to R280.00.

    • Fourth column: Removed entire column, was “No. of MBA research reports examined at R250.00”.

    • Fifth column (now fourth column on revised form): Changed amount from R250.00 to R280.00.

  • Page 3: When do I complete this form? section:

    - Removed “College of Music / School of Dance” section from table.

    - Undergraduate section of table:

    • Changed “Checking question papers” to “Moderate examination question papers”. Amount changed from R285.00 to R320.00.

    • Changed “Checking marking of student scripts” to “External examining of marked student scripts”. Amounts changed from R12.00 to R15.00, from R15.00 to R20.00 and R20.00 to R25.00.

    • Changed “Examining coursework essays or assignments” to “External examining of coursework essays or assignments (including professional Bachelors). Amount changed from R45.00 to R55.00

    • Oral or practical examinations: Added “Including clinical subjects and the performing and creative arts”. Amounts changed from R800.00 to R1000.00, R400.00 to R500.00 and R100.00 to R150.00.

    - Postgraduate section of table:

    • Changed “Checking examination question papers” to “Moderate examination question papers”. Amount changed from R285.00 to R320.00.

    • Changed “Checking marking of student scripts” to “External examining of marked student scripts”. Amount changed from R30.00 to R40.00.

    • Removed bracketed text from “External examining of coursework essay” field. Amount changed from R80.00 to R90.00.

    • Changed bracketed text to “(where the course is examined by an essay/project/report and there is no exam)”. Removed line for “Per postgraduate diploma in Law”. “Per MBA research report” changed to “Per postgraduate Diploma/Research paper/Report/Project”. Last two listed amounts changed from R250.00 to R280.00.

HR121

  • Page 1:

    Form sub-title changed from “Dissertation” to “Master’s Research”

    Notes section:

    • End of second bullet changed from “dissertation” to “Master’s research”.

    • Third bullet: Changed “Student Administration Building” to “Masingene Building”.

  • Page 2: Claim Details section: Replaced previous 4 categories with 6 new categories and related amounts.

  • Page 3: When do I complete this form? section:

    • First paragraph: Added “or research project”. Changed “(or the Postgraduate Diploma in Law)” to “(for the Postgraduate Diploma please refer to the HR120 form)”.

    • Added table for categories and amounts. Added the 6 new categories and their related amounts.

HR124

  • Page 1: Claim Details section:

    • Fund changed from “232065” to “004533”.

    • Cost centre changed from “REG1018” to “REG1019”.

    • Sessions section: Removed Chief or Assistant reference and Chief Invigilator and Assistant Invigilator columns.

    • Re-sized Course Code, Date of Exam and Duration of Exam columns to use space created by column removal.

  • Page 3: When do I complete this form? section:

    • First paragraph: Fixed alignment of bullets to match alignment of bullets further down same page.

    • Second paragraph: Moved example up to create continuous paragraph. Removed capital from “For a 3 hour paper”. Changed amount from R130 to R150.00.

    • Table: Removed all references to Chief Invigilators and rates. Removed reference to Assistant Invigilators. Re-sized table to fit reduced content. Changed amounts from R130.00 to R150.00 and R160.00 to R180.00."

30.09.2013 FHS003 Update
  • Page 1: Corrected e-mail address: lamees.emjedi@uct.ac.za.

  • Page 1: Added a For office use only "AEC Application number" field.

  • Page 5: Change Note: to: "Must be understandable to lay people outside of the field"

  • Page 6: 14 (a): Added the Note: "This section requires a Power analysis to be performed to determine the number of animals required for the study. Data from previous experiments which may have similar protocols can also substantiate the number of animals requested. One needs to establish the number of animals per group and the percentage power (i.e. 95%) that will detect a difference between means that will provide the chose significance level (e.g. p < 0.05)."

  • Page 6: 15 (b): Added "even if none consulted then".

  • Page 7: 16: Added "pre-determined".

  • Page 8: 18: Removed: "(circle the answer)  Yes / No)"

  • Page 11: Changed numbering for consistency.

  • Page 12: Added section 24.2. METHOD OF CONFIRMING DEATH.

  • Page 15: Edited Responsibilities of the Principal Investigator:
    - Added
    to point f: "Thereafter, the researcher must immediately inform the staff of the RAF and the AEC."
    - Added point g: "All animals that are found dead must be promptly removed from their cage and the death reported to the UCT-RAF without delay, and a post-mortem examination performed by a laboratory animal technologist or veterinarian. In studies where animals are often found dead, closer and more frequent welfare monitoring must be performed."

30.09.2013 HR136 New

Title: HR136 - HEMIS Data Collection form:
When to use: Use when academic staff members (including students with an academic appointment) are appointed to a position that involves the teaching of students including preparation, marking, setting examinations, curriculum development, lectures, seminars, tutorials, practicals, and supervision of theses and dissertations.

30.09.2013 HR100a, HR100b, HR100d Update
  • HR100a (Appointment)

    •  Page 3, What other forms do I need to complete? section:
      - Added bullet point indicating that academic employees must complete the HR136 (HEMIS Data Collection) form.

  • HR100b (Appointment: for department use – students in roles linked to their studentship)

    • Page 2, What other forms do I need to complete? section:
      - Added bullet point indicating that academic employees must complete the HR136 (HEMIS Data Collection) form.

  • HR100d (Joint staff appointment)

    • Page 2, UCT activities and definitions section:
      - Reordered list of activities to align with new HR136 form
      - Changed wording for public service, academic support and institutional support to align with new HR136 form.

    • Page 2, What other forms do I need to complete? section:
      - Added hyperlink to HR101 form.

30.09.2013 HR176 Update
  • Minor formatting changes throughout the form.

  • Page 1:

    • Notes section:
      - Third bullet changed to “A CV and a self-performance review report must be attached”.

    • To be completed by Reporting Officer section:
      - Added “performance” to “interim report” and “final report”.
      - Changed wording for all bullets under number 1.

    • Comments by Dean section:
      - Changed name of section from “Comments by Dean / Deputy Dean / Chairperson of Committee of Review” to “Comments by Dean”.

  • Page 5:

    • When do I complete this form? section:
      - First paragraph: Changed “Faculty Human Resource Office” to “Faculty HR Practitioner” and added hyperlink.
      - Second paragraph: Changed “academic staff” to “academic staff members”. Added “performance” to “interim report” and “final report”.
      - Third paragraph: Changed format of list from roman numerals to an a,b,c list to match previous sections of the form.
      - Note: Added paragraph regarding the form being a guide for the HOD for staff member’s goal, objectives, development needs etc.

    • Where do I send this form? section:
      - Added bullet point for “Your HR Practitioner” and added hyperlink.
      - In brackets, changed “HR website” to “probation policy” and added hyperlink.
      - Changed “Faculty Human Resource Office” to “Faculty HR Practitioner” and added hyperlink.

    • When do I submit this form? section:
      - Removed caps from “Interim Report” and “Final Report” and added the word “performance” to both.
      What other forms do I need to complete? section:
      - Changed to “The staff member on probation should submit a full curriculum vitae and a self-performance review report.”

23.09.2013 HR122, HR201 Update
  • HR122: Changed the examiner’s fee of R3000 to R3600 in two places:
    - On page 1, in Claim Details section, Examiner’s fee field;
    - On page 2, in the When do I complete this form? section.

  • HR201: Added the following fields to page 1:
    - "Have you ever worked at UCT?" and "Yes/No" fields;
    - "If yes, dates of employment?";
    - "If yes above, previous department?".

20.09.2013 FHS006, FHS008, FHS016 Update
  • FHS006:
    -
    In section 1: Reversed order of rows 1.1. and point 1.2. Added row 1.3: "If the amendment is a major amendment and receives US Federal Funding, does the amendment require full committee approval?"
    - In section 4, edited point 4.1.
    - In section 6, removed supervisor signature field.

  • FHS008: Made some minor changes to sections 3.4 and 3.5

  • FHS016: Changed wording in sections:
    - 1.2 to: "If the study receives US Federal Funding, does the annual report require full committee approval?"
    - 12.2 to: "Please provide a narrative summary of recent relevant literature. that may have a bearing on the level of risk."

19.09.2013 HR100a Update
  • Moved to Date of Birth field from the Personal Details section on page 2 to the Details of Recommended Candidate section on page 1.

19.09.2013 HR101, HR120, HR121, HR122, HR123 and HR124 Update
  • HR101: Changed tax reference number wording to:
    "If you don’t have a tax reference number, please complete this form in full with your permanent residential address. If you are in a UCT residence, please supply your home address. On receipt of this form UCT will make application for a tax number on your behalf."

  • HR120: Changed tax reference number wording to:
    "If you have worked before, please contact SARS (0800 00 72 77) for your tax reference number. If you don’t have a tax reference number, please complete this form in full with your permanent residential address. On receipt of this form UCT will make application for a tax number on your behalf."

  • HR121: Changed tax reference number wording to:
    "If you have worked before, please contact SARS (0800 00 72 77) for your tax reference number. If you don’t have a tax reference number, please complete this form in full with your permanent residential address. On receipt of this form UCT will make application for a tax number on your behalf."

  • HR122: Changed tax reference number wording to:
    "If you have worked before, please contact SARS (0800 00 72 77) for your tax reference number. If you don’t have a tax reference number, please complete this form in full with your permanent residential address. On receipt of this form UCT will make application for a tax number on your behalf."

  • HR123: Added wording:
    "If you are a resident in South Africa you must declare your tax reference number in order to be paid." and
    Changed tax reference number wording to:
    If you have worked before, please contact SARS (0800 00 72 77) for your tax reference number. If you don’t have a tax reference number, please complete this form in full with your permanent residential address. On receipt of this form UCT will make application for a tax number on your behalf."

  • HR124:  Changed tax reference number wording to:
    "If you have worked before, please contact SARS (0800 00 72 77) for your tax reference number. If you don’t have a tax reference number, please complete this form in full with your permanent residential address. On receipt of this form UCT will make application for a tax number on your behalf."

19.09.2013 HR190 Update

On page 2, in the Other data section, replaced "Infotype 0008" with the correct "Infotype 0006" for the Permanent address and Mailing address fields.

06.09.2013 HR190 Update

On page 2, in the Other data section, replaced "Infotype 0008" with the correct "Infotype 0006" for the Permanent address and Mailing address fields.

04.09.2013 FM033 Update
  • On page 1, in the last paragraph of the instructions section, added "if there is a difference between the advance and the expenses”, after "Complete Sections A and B, and EITHER Section C (over expenditure) OR Section D (unspent monies),"

  • On page 2, in the top note, added “If there is a difference between the advance and the expenses”, after "Complete either Section C or D, and obtain signatures as required,"

04.09.2013 HR169 Update
  • Changed HR Advisor to HR Practitioner throughout.

  • Appointment details section:

    • Added check boxes for Appointment level.

    • Added Appointment Category field to align with a) and b) categories in policy.

    • Added check boxes to Appointment type.

    • If re-appointment section: Swapped fields around so that dates are before summary.

    • Added bullets to Details for letter of offer.

    • Reduced number of lines for both referee fields.

  • Signatures section: Removed SAP question from HR Advisor/HR Practitioner field and added the word “faculty’s”.

  • Approval of Nomination section:

    • Changed section heading to Approval of nomination for consideration by the standing selection committee.

    • Added a note below the heading about advising candidates.

    • Made Head of Department, Dean and Registrar bold.

    • Reduced space for comments.

03.09.2013 HR190 Update

This form has been completely revised.

22.08.2013 R&I08 Update

Updated instructions on page one.

21.08.2013 CMD02 New

Title: CMD02 - Website application
When to use: Use when applying for the creation of a website, either in the UCT Web CMS (Content Management System) or another suitable repository.

21.08.2013 CMD03a New

Title: CMD03a – Application for access to UCT Web CMS (single)
When to use: Use when applying for training and access for one person to manage/maintain content for a site in the UCT Web CMS (Content Management System) as a Domain Administrator, Senior Content Manager, Content Manager or Page Manager.
Note: All domain administrators and content managers need to attend training before they can be given access to the site. If you are applying for only one person, please complete CMD03b.

21.08.2013  CMD03b New

Title: CMD03b – Application for access to UCT Web CMS (multiple)
When to use: Use when applying for training and access for multiple people to manage/maintain content in a site in the UCT Web CMS (Content Management System) as a Domain Administrator or Senior Content Manager /Content Manager/ Page Manager.
Note: All domain administrators and content managers need to attend training before they can be given access to the site. If you are applying for only one person, please complete
CMD03a.

21.08.2013 CMD04 New

Title: CMD04 – Website deactivation and/or activation application
When to use: Use either when you have an existing site that is being replaced with a new site on the UCT Web CMS (Content Management System) or if you have a new site which you want to make live.
This is a request to deactivate the existing site, if applicable, and/or to activate the new site which has been created and is ready in the UCT Web CMS.

16.08.2013 R&I09 Update
  • In the Application for subsidy for a journal article section:
    • Added Guidelines for the subsidization of journal articles by the DHET are available at http://www.researchoffice.uct.ac.za/publication_count/downloads/. (Click on “Guide to the Publication Count”.).
16.08.2013 R&I11 Update
  • In Application Details section changed fields/sections as follows:
    • Replaced Project Title with Research Project Title.
    • Replaced Project Background with Relevance and Impact of the Research.
    • Replaced Research plan for Year 1 section name with Research work plan
    • Replaced Project Phases and Timelines (i.e. stages and timing of research activity) with Project phases, timelines and postgraduate students involved i.e. project stages, timing of research activities and number and level of postgraduate students)
    • Removed Research plan for Year 2 section.
  • In the Financial Details section changed fields/sections as follows:
    • Replaced Equipment (minor requests only - major equipment to be requested from the UEC) with Equipment (minor requests only - major equipment to be requested from the UEC)- only R10,000 for laptops.
    • Removed Other source of research funding section.
16.08.2013 FHS002 Update In section 3, Final Clearance on page 4 updated the name of the Deputy Dean of Research (and Chair, HSFRC) replacing Prof K Barnes with Prof T Douglas.
15.08.2013 HR180
HR186
HR188
Update Minor formatting changes on the form.
NQF levels table updated in the form help.
08.08.2013 INS02 Update

Some changes were made in response to usability feedback:

  • In the date fields: Removed the date picker, replacing it with free text fields, and

  • In the Means of travel field: Removed the drop-down list replacing it with check boxes and an instruction to tick one.
01.08.2013 R&I24 Update
  • Page 1, in Eligibility section:
    • Removed: Permanent Professional Administrative Support Services (PASS) staff affiliated to an academic department
    • Added: On T2 contracts employed on academic conditions of service and who have published in accredited, subsidy-earning publications in the past year.
  • Page 2, in Submit application to section:
    • Changed committee meeting date to 17 October 2013.
01.08.2013 R&I14 Removed This form has been removed and replaced with the R&I13 form, which incorporates both applications into one form.
01.08.2013 R&I13 Updated This form has changed substantially. The previous R&I13 - URC Visiting Lecturers Fund application and R&I14 - URC Visiting Scholars Fund application have been combined into this one form.
30.07.2013 HR100a, HR100c Updated
  • HR100a:
    Details of Recommended Applicant
    section: Added academic teacher question, had to create space on page 1 by moving the Source of Funding field to the Appointment Details section on page 2.
  • HR100b:
    Details of Recommended Applicant section: Added academic teacher question.
19.07.2013 R&I08 Updated Corrected a typo on page 3, Section 3, which now reads as follows: “Select one of the three options below for where the conference will be held:”.
19.07.2013 DDB03, DDB07 Updated
  • DDB03:
    • Page 1, Committee of Assessors (COA) section: Added two extra Core member rows.
    • Removed form protection and form entry fields.
  • DDB07
    • Removed form protection and form entry fields.
19.07.2013 FM032 Updated
  • Page 1:
    • Notes section: Second bullet - Changed “two weeks” to “three weeks" before you travel, and added "together with the required supporting documentation”
    • Section A: Added field "Copy of approved, signed leave form attached"
  • Page 2
    • Section E, Funding section:
      • Changed “Amount” column header to “Cost center”.
      • Changed wording of "Total" fields in last row as follows: "Total funding available for this trip" and "Total sum of advance requested in Rands".
16.07.2013 HR153 Updated
  • Reference to “Retirement Office” changed to “Retirement Officer” throughout the form.
  • Page 1:
    • Notes section:
      • Second bullet - text in brackets moved up a line.
      • Third bullet - updated contact details for Retirement Officer.
    • Personal Details section:
      • Last day of employment field moved up a line.
      • Surname field moved up a line.
      • Changed wording of divorce question which resulted in slight change of related note.
      • In Telephone Number field, changed “(h)” to “(home)”.
    • Added new Payment of UCTRF Benefit section replaces old Payment Method section.
    • Added new Signature section and removed signature field.
    • For Office Use section: Removed references to annual taxable amount and expanded the Housing Guarantee field.
  • Page 2:
    • Combined old heading and first sentence from table to create new heading.
    • Removed definition of dormant member as no long required.
    • Updated option 6 in information list.
  • Page 3:
    • When do I complete this form? section:
      • Added bullets underneath the note.
      • Added hyperlink to HR145 form reference and included form name.
      • Removed “Please note” from third bullet and added that ED HR is responsible for “staff on PASS conditions of service”.
    • Where do I send this form? section: Updated Retirement Officer contact details.
    • What other forms do I need to complete? section: Added hyperlink to form reference.
16.07.2013 FM041 Updated Changed the following:
  • In the NOTES section: Added the following bullet point to : "This form is for motivation purposes only. Do not send any supporting documentation."
  • In the REQUEST SELECTION section: Deleted one of the check boxes, and moved the others around.
  • In section B: Updated the note and added in sections for signatories to indicate whether or not they support the request.
16.07.2013 MM010 Updated Updated the notes at the top of the form as follows:
  • Must accompany all requests for purchase orders above R100 000 except where a specific form is used (see SPECIFIC FORMS section below)
    (See: PPP002 – Threshold values for purchasing and GEN002 - Delegated Authorities).
  • Must accompany all requests for purchase orders for service contracts irrespective of value; copy of contract to be attached.
  • May be used for a purchase order of any value, based on departmental processes.
11.07.2013 R&I26, R&I27 Removed R&I26 and R&I27 forms have been removed. Please use R&I08.
11.07.2013 R&I08 Updated This form has been significantly updated and now incorporates the R&I26 and R&I27 forms which have been removed.
11.07.2013 HR168 Updated This form has been significantly revised and updated. 
04.07.2013 MM002, MM023 Updated
  • MM002 - Request for new vendor: Added EMAIL ADDRESS field to form.
  • MM023 - Temporary vendor request: Added a non-hyperlinked reference to this form and the following note and when to use text:
    • Note: *This form is only available on request. Please contact Khaya Mbulawa Khaya.mbulawa@uct.ac.za for a copy of the form.
    • Use when a department needs to place an order with a local vendor who is not a UCT SAP vendor and will be used on a once off basis.
      Added a reference to this form and a note to
27.06.2013
  • HR150
  • HR151
  • HR153
  • HR155
  • HR156
Updated Updated UCTRF related forms to add a statement around the protection of information:

The information provided will be treated as private, but may be disclosed to UCT HR staff for information and UCTRF Fund Administration for benefit reporting purposes only.

21.06.2013 HR169 New

Title: HR169: Nomination of Candidates for Appointment as Honorary Professors and Associate Professors
When to use: When nominating a candidate for an Honorary Professorship or Honorary Associate Professorship.

20.06.2013 R&I11 Updated Changed heading on page 3 to Research plan for - Year 1 and on page 4 to Research plan for Year 2.
14.06.2013 HR193 Updated
Page 1:
  • Title changed from "Application for skills development levy funding 2013" to "Application for skills development funding 2014".
  • Old categories (University level requests and Faculty, academic department or PASS department level requests) replaced by 2 new categories: Specialist skills development and Group skills development.
  • Added a note regarding applications being for 50% of full cost of initiative/project.
  • Added “Area” to Finance Manager for consistency.
  • Changed Servicing Officer contact details from Kirsty Holmes to Marshall Engle.
  • Details of staff development project or initiative section: Changed the names of categories A and B to reflect the new categories.
  •  Description of project or initiative section:
    • Changed “Target group” to “If specialist skills development”
    • Changed “Description of target group” to “Description of target person/people”.
    • Changed “Number of staff in target group” to “Is this job-related, and was it identified through performance management processes?”.
    •  Added section on “If group skills development”.
    • “Potential to become core business” removed.

Page 2:

  •   Requested funding for 2013 section renamed to Requested funding for 2014.
  • Other Funding sources section:
    •  “If funding from other sources will also be used to fund this initiative/project (such as GOB or external funding), please state the source and amounts” changed to “As funding from other sources will also be used to fund this initiative/project (such as GOB or external funding, in the amount of 50% of the cost), please state the source and amounts”

Page 3:

  • Future funding of initiative or project section:
    • Changed both dates from 2013 to 2014.
  • When do I complete this form? section:
    • Changed categories A and B to reflect new category information.
  • Where do I send this form? section:
    • Added “Area” to Finance Manager for consistency.
    • Changed Servicing officer contact details from Kirsty Holmes to Marshall Engle.
  • When do I submit this form? section:
    • Changed submission date to 31 July 2013.
  •  What other process do I need to follow? Section:
    • Added line regarding remaining 50% of cost.
    • Added “Area” to Finance Manager for consistency.
  • What are the cost guidelines? Section:
    • Changed “The SDC guidelines for certain costs, and hence for and approval of requests for funding, are as follows:” to “The SDC guidelines for certain costs, and hence for approval of requests for funding, are as follows:”

Page 5:

  • Updated assessment criteria

Page 6:

  • Added the definitions section.
  • Changed the Servicing Officer contact details from Kirsty Holmes to Marshall Engle in case of any queries.

Page 7:

  • Process flow updated to include Area Finance Manager as signatory.
11.06.2013 INS04 Updated
  • Under Note, changed point 8: Additional storage on request only.
  • Changed details of Claims Procedure: Notice of any loss of damage must be given to the UCT Insurance Office - Bremner Building - for attention of Mrs D Erasmus, Tel. 021-650-2204, Debbie.Erasmus@uct.ac.za, immediately after delivery of the goods at final destination.
10.06.2013 MM005 Updated
  • Added Note to Cardholder: The vendor will need to contact you to obtain further card details which they undertake to destroy after processing the payment. Please be available by phone or cell.
  • Removed  Note: No back orders are permitted on Purchasing Card orders. The vendor should communicate to the cardholder details of items not immediately available for delivery and the order either delayed until delivery can be fulfilled, or missing items should be re-ordered on a new order.
  • Created separate blocks for Cell no. and Tel no.
28.05.2013 R&I28 New

Title: R&I28: Claude Leon Merit Award Application  
When to use: For researchers applying for grant funding through the Claude Leon Merit Award 

28.05.2013 HR103 Updated Page 1:
  • Removed third Note as SHAWCO doesn't have COE appointments, only basic monthly salary.
  • Applied HR form standard throughout form (e.g. only captialisation on first word, text in brackets no longer in italics).
  • Appointment Details section: Created a new For office use section and moved the Personnel Area, Personnel Subarea, Employee subgroup (included here as COE option removed, so only 1 choice left and therefore automatically entered by HR Administrator) and position number fields into this new section.
  • Payment Details section: Removed first two lines as they referenced COE and SHAWCO staff are employed on a monthly salary basis. Added questions for optional service bonus and SHAWCO provident fund.

Page 2, When do I complete this form? section:

  • Removed first bullet referencing COE. Changed wording for service bonus to reflect that the allocation is optional and may be made.
  • In the second bullet, removed the reference to the appointments business process as this is no longer on the HR website.
21.05.2013 INS02 Updated In the Overseas travel details section, changed wording to:

Does any destination embassy require a letter for your visa application? If Yes, which embassy?

20.05.2013 GI01 Updated
  • In the Instructions section, corrected the ICTS Training Co-ordinator e-mail address: icts-training@uct.ac.za.
  • In the B. Access details section, added a row for the Chairperson name and contact number.
15.05.2013 ACA25; ACA26; ACA27 Updated Added line above the header to specify FACULTY OF LAW.
14.05.2013 FHS003 Updated Substantially updated with new sections throughout.
14.05.2013 FHS005 Updated Added new details of the approved study:
  • Reference number
  • Study title
  • Animal species approved
  • Number of animals approved
  • Severity category (A-D)
09.05.2013 FHS016 Updated Added a note added to cover the submission of a Memorandum of Understanding for UCT retirees.
08.05.2013 FHS016 Updated Made a number of changes including the following:
  • Added new section Comments to PI from the HREC
  • Added section for requests for sub-studies linked to the study
  • Added section for number of participants no longer taking part for reasons listed above.
08.05.2013 FHS009 Updated Made a number of changes including the following:
  • Changed Protocol information section by breaking the Date and HREC REF Number into a separate line.
  • Added new fields to Type of Submission and Evaluation of information.
  • Added new section Please provide a brief description of all potential changes in risk study or benefit arising from this submission.
03.05.2013 HR140 Updated Page 1:
  • Changed form spacing to create space to insert a new row
  • Study and examination section: Added a new line for half days and bolded the words "full" and "half".
07.05.2013 R&I16 Updated
  • Changed Deadline for submission of applications to the Research Office date to 10 June 2013.
  • Added Application Conditions (which will form the criteria for the assessment of applications) section
  • Added further items to Eligibility conditions
  • Changed the details of the More information available from contact person to Bronwen Cloete
  • Further additional formatting changes, such as bullet points being added and clarifications of fields.
22.04.2013 FM051 Updated Section B:

Added following line:

SAP Document no

51

Blocked for payment?

Y

N

19.04.2013 INS02 Updated Changed the checkboxes in the Does the embassy require a letter for your visa application? section.
19.04.2013 HR202 Updated Changed Joanne Uphill’s contact details in the Notes and Help sections to reflect Gugu Vakiele’s contact details as the form should now come to Gugu Vakiele.
16.04.2013 INS03 Updated Removed the link to the Insurance Documentation Guidelines and replaced it with the following link: http://www.uct.ac.za/usr/finance/policies/fg001.pdf
16.04.2013 ACA11 Updated Added new sections:
  • COURSE LEVEL DATA
  • COMPONENT SETUP

Removed the following section:

  • HEMIS and course level data
15.04.2013
  • R&I13
  • R&I14
Updated
  1. Changed Eligibility conditions to the following:

UCT researchers who are:

  • Permanent academic staff;
  • Honorary Research Associates; Emeritus Professors; Honorary Professors; Honorary Associate Professors and Senior Research Scholars who have published in accredited, subsidy-earning publications in the past year; and
  • Joint permanent academic staff (excluding registrars).
  1. Changed submission requirements:

Hard copies may be posted to the Research Office, Research Grants Management Cluster, 2 Rhodes Avenue, Mowbray OR e-mailed to researchfunding@uct.ac.za (but not both) on or before deadline date.

Applications for visits/lectures retrospective to the committee meeting date of 13 June 2013 will NOT be considered.

  1. Added wording to Undergraduate, Post-graduate and Teaching staff sections:

Please expand in detail how the visit/lecture will reach and benefit undergraduate/postgraduate/teaching staff in the department.

  1. Further minor wording changes.
12.04.2013 SAP03 Updated Section G: APPROVAL AND PROCESSING has been updated as follows:
  • Added section and role approver: Manager - Fees: Pat Goodwin
  • Edited role approver for section: Manager - Accounts Receivable, Sales Invoicing and Receipting: Roy Dharamdev
12.04.2013 FM014 Updated Added new help topic for NRF users: Guidelines - Journal processing for NRF grants
12.04.2013 FM003 Updated Added new help topic for NRF users: NRF fund maintenance - Applying for new NRF funds.
12.04.2013 FM007 Updated Added new help topic for NRF users: NRF fund maintenance - Closing a fund.
11.04.2013 AS001 Updated Section 1.7: Changed to DEAN / GSB DIRECTOR / ED: PASS DEPARTMENT

Section 1.8: Changed to DVC (RESEARCH) / ED: FINANCE

11.04.2013 AS004 Updated Section 3: Authorisations changed wording on Cost > R50 000 and < = R500 000 to HOD, Dean/GSB Director or ED: PASS department and either the DVC Research (for research assets) or the ED: Finance

Section 3.2: Changed to DEAN / GSB DIRECTOR / ED: PASS DEPT

Section 3.3: Changed to DVC (RESEARCH) / ED: FINANCE

09.04.2013 HR123 Updated Changed zoom from 110% to 100%

Page 1

  • Notes section:
    • "formally appointed by the Faculty Board now in bold
    • annual honorarium changed to once off honorarium
    • (full dissertation) added to Master's reference
    • New note added: External co-supervisors of minor dissertations (regardless of credit value) are not paid.
  • External co-supervisor details section:
    • Updated tax reference number information as Gavin Redfern is no longer the contact when needing a tax reference number.
    • Added City field to Residential Address section
  • Claim details section:
    • Master's candidate changed to Master's (full dissertation) candidate

Page 2

  • When do I complete this form? section:
    • honorarium changed to once-off honorarium in three places
    • appointed by the Faculty Board now in bold
    • master's dissertation changed to Master's (full dissertation)
    • doctoral thesis changed to Doctoral thesis
    • Master's candidate changed to Master's (full dissertation) candidate
05.04.2013 R&I24 Updated
  • Changed deadline for submission to 17 May

  • Changed eligibility conditions.

  • Page 1, Process: added bullet The application checklist must be completed.

  • Changed details in Submit application to:

  • Further small formatting changes.

28.03.20133 AS001 Updated

Added new section 1:10 APPROVED BY PROCUREMENT AND PAYMENT SERVICES

25.03.2013 DDB07a New

Title: DDB07a: Appointment of COA and Examiners - Science Faculty
When to use: For members of the Science Faculty when appointing members of the Committee of Assessors and examiners for PhD theses.

19.03.2013 FM041 Updated

Changed reference to GEN005 which has been rescinded to PAY005

19.03.2013 FHS006 Updated

Moved following note to above Section 1:

Note: All amendments should include a Synopsis justifying the changes for the amendment (please see notice dated 23 April 2012)

19.03.2013 FHS009 Updated
  • Removed sentence regarding noting and filing forms

  • Moved Section 4 up to Section 2

19.03.2013 FHS013hlp Updated

Made a number of wording changes to assist researchers to better understand the instructions

19.03.2013 FHS016 Updated

Added new Section 7: Progress of Study

19.03.2013 FHS020 Updated

Split Section 4 into Section 4 and 5.

18.03.2013 DDB07 Updated

Added generic cover letter to the front page of the form to be attached with the form.

15.03.2013
  • FM030
  • FM032
  • FM033
  • FM049
Updated

FM030:

  • Change the rate per KM from R3.16 to R3.24, and effective date from 1 March 2012 to 1 March 2013.

  • Motor cycles from 2.21 to R2.27

FM032:

  • Section B ALLOWANCE: changed local travel from R93 to R98 for incidental costs only & R303 for meals & incidentals to R319

FM033:

  • Section B Breakdown of Expenditure: Mileage rate: R3.16 to R3.24, and effective date from 1 March 2012 to 1 March 2013

  • S&T: R303 for meals & incidentals to R319, and R93 for incidentals only to R98, effective 1 March 2013

FM049:

  • Changed rate per KM from R3.16 to R3.24, and effective date from 1 March 2012 to 1 March 2013

  • S&T local amount  from R303 for meals & incidentals to R319, and R93 for incidentals only to R98.

15.03.2013 DDB07 Updated

Page 1, Committee of Assessors section: added two additional rows for Core members.

11.03.2013 FM041 Updated

In the Request Selection, have removed reference to Tablets from Council controlled funding sources (GEN005) (this part of policy has been rescinded) and replaced with block for Other, with space below to complete details.

11.03.2013 FM045 Updated

Made the following changes:

  • Block at top, SAP vendor # changed to Staff/student vendor #

  • In note a), added (# range 600000)

  • Added new note: b) Student reimbursements will only be made to SAP student vendors (# range 700000). To request a SAP student  vendor number, complete form MM022 and email form to fnd-purch@uct.ac.za

06.03.2013 HR123 Updated

Changed name of form to External Co-Supervisor

Made a number of additional changes to the content:

  • Added new notes:

    • A Master’s or Doctoral candidate must have a UCT Supervisor. He/she may also have a co-supervisor, or more than one, who is external.

    • Co-supervisors, external to the University, who are formally appointed by the Faculty Board, are paid an annual honorarium in the last quarter of the year in respect of each Master’s or Doctoral candidate supervised.

    • The annual honorarium is R3000 / $300 per Master’s candidate and R5000 / $500 per Doctoral candidate.

    • Once completed by the Head of Department this form should be forwarded first to the Faculty Manager (Academic),  then to the Examinations Office, Room 5.07, Level 5, Masingene Building  and finally to the relevant HR Administrator.

  • On page 2, added the following:

    The honorarium per Master’s candidate is paid as follows:

    ·            R3000 for external co-supervisors within South Africa

    ·            US$300 for external co-supervisors outside South Africa.

06.03.2013 ACA06 Updated

Changed INSTRUCTIONS to the following: The completed form must be sent via post or email to Sean Sivertsen, Student Records Office, Masingene Building.

06.03.2013 MM003 Updated

Page 1:

  • Note: Please read the Help section on page 3 to understand the implications of various choices. The Purchasing Card application form (MM003) cannot be processed if any part of the Authorisations section is left unsigned or incomplete.

Page 3:

  • New help additions for Typical P Card transactions related to the transition from MasterCard to Visa.

Nedbank Application form:

  • Replaced the MasterCard related Nedbank application form with a Visa related form.

27.02.2013 HR163 Updated

Page 1, Personal Details section: If Passport: Country of Issue field (grey part) lengthened to bring it up onto one line as needed additional space on page.

Pay Information section: Paragraph on acquiring a tax reference number changed substantially.

  • Reference to not being paid without a tax reference number now in bold.

  • Added sentence for those who have not previously worked as they should contact SARS for a reminder of their tax reference number.

  • Expanded the instruction for those without a tax reference number to indicate the required information needed when emailing HR.

19.02.2013 R&I24 Updated

Reverted changes made on 06/02/2013 to the Eligibility conditions:

  • Permanent academic staff;

  • Honorary Research Associates; Emeritus Professors; Emeritus Associate Professors; Honorary Professors; Honorary Associate Professors and Senior Research Scholars who have published in accredited, subsidy-earning publications in the past year; and

  • Joint PGWC/UCT academic staff in Health Sciences on UCT Conditions of Service (excluding registrars).

 

19.02.2013 HR180 Updated

Added note to the top of the form: Eligibility: Permanent (full or part-time) PASS  staff members who wish to undertake formal developmental learning and development to gain the necessary competencies, skills, qualifications or education needed to advance his/her career at UCT in the short to medium term, and need financial assistance to do so. The course of study is not an explicit requirement of current post and the staff member is able to attain set objectives without it.

15.02.2013
  • DDB03
  • DDB04
  • DDB05
  • DDB06
  • DDB07
  • DDB08
  • DDB09
Updated
  • Fixed issue with formatting of tables

  • Added form fields throughout and locked forms for editing

  • Made small formatting changes throughout where appropriate

  • Added the following instruction: Note: Use Tab or arrow keys to move between form fields

12.02.2013 HR163 Updated

Page 1, Composition of Committee section:

  • Removed field HR Advisor in department

  • Added new field Further member/s nominated by the Vice-Chancellor, to provide appropriate balance and diversity.

08.02.2013 AS004 Updated

In Authorisations section changed wording to:

  • HOD, and the nominee of the Dean/GSB or ED: PASS department

  • HOD, Dean/GSB Director or ED: PASS department and either the DVC Research (for research assets) or the ED: Finance

08.02.2013 AS001 Updated

In Authorisations section changed amounts to:

  • Cost>R15 000 and <= R100 000

  • Cost>R50 000 and <= R1 000 000

  • Cost>R1 000 000

08.02.2013 PG011 Updated

Updated form for 2013

08.02.2013 PG010 Updated

Updated form for 2013

08.02.2013 PG009 Updated

Updated form for 2013

08.02.2013 MM010 Updated

In all instances:

  • changed R50 000 to R100 000

  • changed R500 000 to R1 000 000

06.02.2013 R&I24 Updated

Page 1:

  • Changed eligibility conditions to the following:

    • Permanent academic staff and joint PGWC/UCT academic staff on UCT conditions of service (excluding registrars)
    • Honorary Research Associates; Emeritus Professors; Emeritus Associate Professors; Honorary Professors; Honorary Associate Professors and Senior Research Scholars who have published in accredited, subsidy-earning publications in the past year; and

    • Joint PGWC/UCT academic staff NOT on UCT conditions of service who have published in accredited, subsidy earning

Page 5:

  • Removed following wording: gender breakdown; number of black students.

04.02.2013 HR140 Updated

Page 1:

  • Leave Details section:

    • Changed study to study and examination.

    • Hyperlinked supporting documentation to section at end of form.

    • Added link to the study and examination leave policy on the HR website.

Page 2:

  • When do I complete this form? section: Changed study leave to study and examination leave.

Page 3:

  • What other forms do I need to complete? section renamed to What supporting documentation do I need to submit?

  • What supporting documentation do I need to submit? section:

    • Changed study leave to study and examination leave.
    • Changed attach examination timetable to attach original or certified copy of the examination timetable.
    • Added hyperlink to Leave Without Pay Financial Checklist in the special leave section.
    • Added further explanation to reference (ii) and (iii) above by adding (i.e. without pay, with/without rights).
28.01.2013 HR125 Updated

Page 1:

  • If Yes section renamed to If on UCT payroll.

  • If No section renamed to If not on UCT payroll.

24.01.2013 PG024 Updated Added link to UCT Study and Examination Leave Policy (http://www.hr.uct.ac.za/service/pass/leave/study/).
23.01.2013
  • MM007a
  • MM007b
Updated Switched form references for MM007a and MM007b so that MM007a is now the TNT collection request form and MM007b is now the GlobeFlight collection request form.
23.01.2013 R&I13 Updated
  • Changed subsistence amount to R690
  • Changed dates of Deadlines for submission of applications to the Research Office, and changed dates of Committee Meeting Dates where awards are decided
  • Further small formatting changes
23.01.2013 R&I14 Updated
  • On page 1, changed Eligibility conditions to remove reference to T3 contract appointees on academic conditions of service.
  • Changed subsistence amount to R690
  • Further small formatting changes
23.01.2013 R&I24 Updated
  • On page 1, changed Eligibility conditions to remove reference to T3 contract appointees on academic conditions of service.
  • Further small formatting changes
22.01.2013 HR101 Updated
  • On page 2, added "Partner" to the spouse field.
  • Fixed the width of the Gender field and aligned all left hand grey fields
18.01.2013 HR200 Updated On page 2, made Recruitment advertising media deadlines section shorter and more user friendly.
18.01.2013 PG024 New Title: PG024: University of Cape Town (UCT) Staff PhD Bursaries
When to use: When applying for a staff PhD bursary
15.01.2013 FM012 Updated Changed contact details to: Kramer Law Building, Contact person: Job Kaira, ext. 4701, E-mail: job.kaira@uct.ac.za
15.01.2013 BAS06 Updated Added the following note:

In the case where a department needs to add a third party, BAS03 must be accompanied with BAS06 and sent to Access Control at Properties and Services Maintenance Building, Room No.2.01, Upper Campus, Rondebosch Phone (021) 650 3996 / 4357

15.01.2013
  • BAS03
  • BAS07
  • BAS08
Updated Changed address of Access Control details to:

Properties and Services Maintenance Building, Room No.2.01, Upper Campus, Rondebosch Phone (021) 650 3996 / 4357

10.01.2013 FM014 Updated

Made changes to FM014spreadsheet:

  • Changed first note to the following: Note: This text must follow the format below and  must be inserted in the subject line of the e-mail to which the form is attached so that electronic and hard copies can be matched. Each FM014 spreadsheet form needs to be sent in a separate e-mail.

  • Changed section A to the following: Note: E-mail the completed electronic spreadsheet to the Faculty/PASS Finance Manager (FM) for approval. The hard copy and relevant documentation, with appropriate signatures, must also be forwarded to the FM. Do not send e-mail to General Ledger Office, only correspondence from the FM will be accepted by General Ledgers.

10.01.2013 HR187 Updated
  • Page 1: Bursary agreement details - Added UCT Staff PhD Bursary to Nature of Bursary list.

  • Page 2: When do I complete this form? -  Added the second point referring to the UCT Staff PhD Bursary Scheme.

  • Page 2: Who completes this form? - Removed the line "The line manager of the bursary recipient" and replaced with 4 new points detailing the procedure per bursary type.

  • Page 2: Where do I send this form? - Added the third bullet referring to the UCT Staff PhD Bursary Scheme.

10.01.2013 HR186 Updated
  • Page 1: Type of bursary - Added a line for the UCT Staff PhD Bursary Scheme.

  • Page 5: When do I complete this form? - Added the second point referring to the UCT Staff PhD Bursary Scheme.

  • Page 5: Where do I send this form? - Added the third bullet referring to the UCT Staff PhD Bursary Scheme.

  • Page 5: When do I submit this form? - Added the third bullet referring to the UCT Staff PhD Bursary Scheme.

03.01.2013 PG018 Updated
  • Updated to reflect 2013 dates
  • Added form fields for filling in throughout.
03.01.2013
  • PG001
  • PG002
  • PG018
  • PG021
  • PG014
  • PG015
  • PG016
Updated Updated all forms to reflect 2013 dates.
03.01.2013 R&I08 Updated Added instruction for PASS staff to complete R&I26
03.01.2013 R&I26 Updated
  • Changed a number of wording and formatting details.
  • Updated dates to reflect 2013 period.

2012

Date Form name Change Description of change / Details of new form
21.12.2012 R&I08 Updated Changed a number of wording and formatting details.
19.12.2012
  • R&I11
  • R&I12
  • R&I16
  • R&I18
  • R&I21
  • R&I27
Updated Updated forms with details for 2013
19.12.2012 ACA13 Updated
  • Changed title to: "Backdating a course enrolment or course drop date".
  • Added in extra question
  • Tweaked language for clarity
14.12.2012 DDB03 Updated

Replaced the statement in each examiner section confirming that the examiner has agreed to be nominated with the following:

"The Examiner has been approached and has agreed to be nominated as an examiner and is not a co-author or collaborator of the Supervisor, and if he/she is, an appropriate motivation must be submitted that this will not unduly influence the examination process (positively or negatively)"

14.12.2012 DDB07 Updated

Expanded the statement in each examiner section regarding the examiner having agreed to be nominated to the following:

"The Examiner has been approached and has agreed to be nominated as an examiner and is not a co-author or collaborator of the Supervisor, and if he/she is, an appropriate motivation must be submitted that this will not unduly influence the examination process (positively or negatively)"

 

14.12.2012 FM034 Updated
  • Changed the signature requirements for authorizing the PPS payment by Cashier.

  • Moved fields in Tick appropriate box section closer to clarify their associations

14.12.2012 MM007b New Title: MM007b: TNT collection request form
When to use: When applying for TNT domestic courier collection from addresses outside UCT.
14.12.2012 MM007a New Title: MM007a: GlobeFlight collection request form
When to use: When applying for Globeflight domestic courier collection from addresses outside UCT.
14.12.2012 R&I13, R&I14 and R&I24 Updated For forms R&I13 and R&I14, in Section One:
  • All dates updated to reflect 2013 dates.
  • In Eligibility section: Changed "PGWC" to "WCG".
  • In More information available from section: Replaced Charmaine McBride's contact details with Bronwen Cloete's contact details.
  • In Submit application to section:
    • Removed "Manager: Internal Funding",
    • Changed office name to "Research Grant Management Office" and
    • Added e-mail address "researchfunding@uct.ac.za"

For form R&I24, :

  • In Section One:
    • All dates updated to reflect 2013 dates.
    • In the Note: section, added "Any publication resulting must include the following acknowledgement: This publication is based on the research that has been supported in part by the University of Cape Town’s Research Committee (URC)."
    • In Eligibility section: Replaced "A track record of postgraduate training and accredited publications would be an advantage." with "A track record in the training of postgraduate students and accredited publications would be an advantage." .
    • In More information available from section: Replaced Charmaine McBride's contact details with Bronwen Cloete's contact details.
    • In Submit application to section:
  • In 4. Provisional budget section:
    • Added: "The following SADC countries are not deemed “international”, and the local value will apply: Angola, Botswana, Democratic Republic of Congo, Lesotho, Malawi, Madagascar, Mozambique, Namibia, Seychelles, Swaziland, Tanzania, Zambia and Zimbabwe.The local rate is R93 for incidental costs only or R303 for meals and incidentals."
    • Added field:  "Indicate exchange rate used to calculate the subsistence amounts"
    • Replaced "DOE accredited publications produced as a result of the previous grant" with "DOE accredited publications produced as a result of the short research visit/course grant"

 

11.12.2012 FM050 Updated Added new sentences:

Regular use of this form will be monitored and followed up by the Faculty/PASS finance manager.

For amounts less than R100, a hand-written summary providing date(s) and details will be accepted, and this form is not required. However, loss of backup documentation for these amounts will be monitored. Frequent loss is not acceptable and will result in rejection of claims.

11.12.2012 FM033 Updated
  • Changed the format to journal style to simplify the process
  • Further cosmetic changes
  • Update of GL accounts
03.12.2012 PG009, PG010, PG011 Updated

Made forms inactive until January 2013.

03.12.2012 TA03 New 
    Title: TA03: Student parking application form
    When to use: When you require a student parking disc.
30.11.2012 PG014, PG015, PG016 Updated

Updated forms for 2013

03.12.2012 TA01 Updated

Changed prices for 2013:

  • Motorcycle: R192

  • Motor Car: R816 (yellow) R1284 (red)

Also added the following under Important Information: It is the responsibility of staff to notify Traffic Admin if they do not wish to apply for a parking disc,  before the end of December each year, if not Traffic Admin will cancel deductions with HR.

28.11.2012 HR100a Updated

Page 2: Appointment Details section - The note at the bottom of the section was

 

"Note: The department is responsible for issuing appointment letters for ad hoc or paid on claim staff unless the appointment is for a UCT retiree or a person over the age of 65, in which case the Appointments Office will issue the appointment letter."

 

and is now

 

"Note: The department is responsible for issuing appointment letters for ad hoc or paid on claim staff. The Appointments Office will issue appointment letters for T1, T2 and permanent appointments."

27.11.2012 HR100a Updated

Page 1: Added "Has this person previously retired from UCT?" to the Details of recommended appointment section.

Page 2: The second note in the Appointment details section has been extended by adding unless the appointment is for a UCT retiree or a person over the age of 65, in which case the Appointments Office will issue the appointment letter.

23.11.2012 HR163 Updated

In the Constituency section:

  • Executive Officers field: Added (DVCs)

  • Senior staff reps in Dept in question field: Added PC10 & above

  • Added new field Staff reps in dept in question (below PC10) (elected by the VC)

22.11.2012 HR190 Updated
  • Page 2: Added Qualification type to the Personal data section

  • Page 2: Added form entry fields to all signature lines in the Authority section.

20.11.2012 MM010 Updated

Changed field: Above r50 000: Dean, Ed or nominee.

20.11.2012 FHS008 and FHS009 Updated
  • Removed the mention of Amendments approved and not approved from the HREC Office block

  • Included sentence in section 2 which related to the amendments that occur due to this safety reporting to be completed on the FHS006 form.

20.11.2012 FHS013 and FHS013hlp Updated
  • Changed the fee structure to reflect 2013 prices.

  • Added additional line by sponsor's details

  • Added new sentence in FHS013hlp:

    Note: For our scanning purposes we request that you please refrain from binding the documents. 

16.11.2012 Insurance Claims Guidelines 2012 Updated

Changed premium under Overseas travel insurance from R15.00 to R25.00

09.11.2012 R&I22 Updated

Added following bullet point to Instructions section:

·          Note: any publication resulting  must include the following acknowledgement: “This publication is based on research that has been supported in part by the University of Cape Town's Research Committee (URC)”.

07.11.2012 INS02 Updated
  • Updated form to be suitable for online filling

  • Locked form and added form fields throughout

  • Created help document as a reference for filling out

  • Changed instructions in line with new requirements

01.11.2012 FM030 Updated
  • Signature section changed to highlight final signoff by Finance Manager is required, regardless of amount of claim.

  • Footer and notes at top changed to indicate same

  • Further cosmetic changes

01.11.2012 FM032 Updated

Section A:

  • Check boxes - Business itinerary attached changed to itinerary OR confirmation of purpose of trip & dates attached

01.11.2012 FM041 Updated

Additional request selection options added

30.10.2012 HR163 Updated

Page 1:

  • Updated and changed order of some parts of the Composition of committee section.

  • Removed "or nominee" from Authority for appointment of committee section.

17.10.2012 HR101 Updated

Page 1:

  • Pay information section: Changed the contact details for requesting a tax reference number.

15.10.2012 HR165 Updated

Page 1:

  • Notes section: Added link to the Appointment of Deans page on the HR website.

  • Authority section: Removed the signature for the DVC as this is no longer required.

15.10.2012 HR163 Updated

Page 1:

  • Notes section: Added link to the Appointment of Executive Directors page on the HR website.

15.10.2012 HR166 Updated

Page 1:

  • Notes section: Added link to the Appointment of the Vice-Chancellor page on the HR website.

15.10.2012 HR167 Updated

Page 1:

  • Notes section: Added link to the Appointment of the Vice-Chancellor page on the HR website.

09.10.2012 HR180 Updated

Page 1:

  • Course Details section: Added NQF level and NQF qualification fields to first section.

  • Course Details section: Removed NQF level field from second section.

 Page 2:

  • Head of Department Recommendation: Changed "I confirm that the proposed course of study" to "I confirm that the proposed formal course of study".

 Page 3:

  • Administrative Clearance section: Added Formal, not short course field with Yes/No options.

 Page 4:

  • When do I complete this form? section: Changed "who wish to undertake developmental learning and development" to "who wish to undertake formal developmental learning and development"

  • Added a line under the note regarding only formal qualifications being supported.

  • What are the NQF levels? section: Added "NQF" to the Qualification column.

09.10.2012 HR186 Updated

Page 1:

  • Added Type of Bursary section.

  • Financial Assistance section: Added space for entering a qualification and the NQF level.

 Page 5:

  • What are the NQF levels? section: Added "NQF" to the Qualification column.

08.10.2012 FHS020 Updated Several changes including:
  • Changed name to Form FHS020: Application to register an ongoing Database, Registry or Repository for research purposes
  • Extended form introduction paragraphs
  • Several new fields added
04.10.2012 AA01 Updated Changed address from Mill Court to Meulenhof.
20.09.2012 PPS01 Updated Page 8: When do I complete this form? section -  Changed reference to payclasses from 5 - 12 to 6 - 12.
20.09.2012 PPS02 Updated Page 3: Further criteria section - Changed PC 5 - 6 to PC 6  under Exceeds 1 and Exceeds 2.
20.09.2012 PPS03 Updated Page 1: Section 2, first field - Changed PC 5 - 12 to PC 6 -12.: Replaced word immediate with an.
20.09.2012 FM051 Updated Page 1: Replaced word immediate with an.
19.09.2012 HR100a Updated Page 2: Payment details section: Removed the line referring to bonus for T1 appointments
19.09.2012 HR100b Updated Page 2: Note in When do I complete this form? section: Removed third bullet under note referring to service bonus for appointments of one year or more.
19.09.2012 INS03 Updated Added the following fields: In the event of a motor accident (in addition to the above info):

Vehicle Registration number

Driver

19.09.2012 HR100c Updated
Page 1:
  • Type of contract: Removed T3.
  • Conditions of service: Removed Academic preclinical
17.09.2012 FHS020 New 
    Title: FHS020: Application to establish a Database, Registry or Repository for research purposes.
    When to use: When you need to apply for a new database, registry or repository.
17.09.2012 FHS013 Updated Added new sentence: Note: Applicants for databases, registries or repositories should only fill out form FHS020.
13.09.2012 HR120 Updated
  • Added a new row of CLAIM DETAILS items
  • Changed a number of the charges
  • Changed Where do I send this form information
13.09.2012 HR203 Updated
Page 2
  • Checklist: Added Transformation committee has been consulted with HOD as Person responsible.
  • Slight rewording of the 2 lines requiring candidate CV and application form.
  • Delegated authorities: Removed the last line requiring VC as final approval.
13.09.2012 GI01 New 
    Title: GI101:Governance Intranet servicing officer application
    When to use: When a UCT committee servicing officer needs to apply for access to the Governance Intranet in line with their role. For further information, see: The Governance Intranet
13.09.2012 GI02 New 
    Title: GI102:Governance Intranet new committee application
    When to use: When a UCT servicing officer (SO) or UCT staff member needs to apply for the creation of a new committee on the Governance Intranet (GI). For further information, see: The Governance Intranet
10.09.2012 R&I27 Updated
  • Removed two fields from Applicant Particulars table on page 2.
  • Changed line on page 1:  Only applications for conferences held from December 2012 to October 2013 will be considered.
07.09.2012 R&I27 Updated Changed Subsistence rates section to read the following:
  • International: please use the SARS rate per country which can be found at the following website: http://www.uct.ac.za/services/financial/policiesguides/
  • The following SADC countries are not deemed “international”, and the local value will apply: Angola, Botswana, Democratic Republic of Congo, Lesotho, Malawi, Madagascar, Mozambique, Namibia, Seychelles, Swaziland, Tanzania, Zambia and Zimbabwe. The local rate is R93 for incidental costs only or R303 for meals and incidentals.
06.09.2012 FHS013 Updated
  • Added link to Eligibility for Expedited Review of US Federally-funded Research - Pointers for Researchers
  • Highlighted some key words in Section 7: Conflict of Interest.
  • Modified last page of instructions.
  • Multiple style and content changes.
06.09.2012 FM030 Updated
  • On line NB: For claims exceeding R1 500, this claim must be approved by one authority level higher than the fund holder, changed fund holder to claimant.
03.09.2012 FM030 Updated
  • Added final sign off from Faculty/PASS Finance Manager to bring form in line with other finance claim/reimbursement forms.
  • Various style updates.
03.09.2012 FM045 Updated
  • Added final sign off from Faculty/PASS Finance Manager to bring form in line with other finance claim/reimbursement forms.
  • Various style updates.
31.08.2012 MM010 Updated Number of changes across the entire form.
28.08.2012 R&I27 New 
    Title: R&I27:Conference Travel Grant Application Form for T2 Researchers
    When to use: For T2 researchers applying for a conference travel grant application
24.08.2012
  • CO101
  • CO102
  • CO105
  • CO106
  • CO108
  • CO109
  • CO110
  • CO111
Removed These forms have been removed, as they are no longer in use.
23.08.2012 PPS03 New 
    Title: PPS03:PPS Faculty/Department Performance Consistency Review Report
    When to use: When a Department/Faculty Performance Consistency Review Committee reports to the Central Performance Consistency Review Committee
22.08.2012 HR190 Updated
  • Page 1: Faculty / Department list - Added Development & Alumni, Student Housing & Residence Life and UCT Innovation. Changed Research & Innovation to Research Office.
  • Page 1: Memberships and unions - Changed Academics' Association to Academics' Union.
  • Page 1: Staff category required - Added Learnerships.
  • Page 2: Employment data - Removed Original appointment date. Due to an infotype 0041 reporting problem it cannot be used at this time.
  • Page 2: Payroll data - removed whole section, COE information will be available on the Staff Information Report in the future.
  • Page 2: Authority - Added HR Advisor signature line.
  • Page 3: Changed HR Officer (HRO) to HR Advisor (HRA).
17.08.2012 HR101 Updated
  • Split the Pay Information section on page 1 into two parts.
  • Moved tax reference number (and associated fields) up to top of first part of Pay Information section.
  • Made all signature lines bold to assist with highlighting the need for a signature (on page 1 and page 2).
  • In Pay Information field, changed Name of Account Holder to Name of Bank Account Holder.
15.08.2012 INS02 Updated Added an indication that the Fund and Cost centre are for students.
07.08.2012 PPS01 Updated
Page 1
  • Step 1: Set and agree objectives - November changed to September. Instruction to send copy to HR Advisor removed. Added recommendation to set objectives at same time as final review.
Page 2
  • Step 2: Assess competence against job requirements - November changed to September. Added recommendation to assess competence at same time as final review.
Page 3
  • Step 3: Draw up a PDP - Removed reference to HR Advisor when sending a copy, bolded the sentence.
Page 4
  • Step 6.1: Formal review: Mid-year review - Changed April/May to April. Instruction to send copy to HR Advisor removed.
Page 5
  • Step 6.2: Formal review: Final review - section now 6.2 (a). August/September changed to September. Removed reference to informing staff member and instruction to send copy to HR Advisor. Removed Final review additional comments block.
Page 6
  • Added new heading block including instructions - 6.2 (b): Formal review: Final review rating and signatures.
  • Added staff information section (Name, staff number, payclass etc)
  • Changed content under performance rating B.
  • Added performance rating U.
  • Added Final review comments section
Page 7
  • Step 6.3: Record learning and development activities completed - August/September changed to September. Removed reference to HR Advisor when sending a copy, bolded the sentence.
Page 8
When do I complete this form? section
  • Step 1: November changed to September. Added recommendation to set objectives at same time as final review.
  • Step 3: November changed to September. Added recommendation to do at same time as final review.
  • Step 6.1: April and May changed to April.
  • Step 6.2: August and September changed to September.
  • Step 6.3: August and September changed to September.
Where do I send this form? section
  • Removed objectives row from table.
  • Changed PDP row to reflect that a copy is sent to the Departmental Administrator.
  • Removed mid-year review row from table.
  • Changed Record of learning and development activities completed row to reflect that a copy is sent to the Departmental Administrator.
07.08.2012 PPS02 Updated
Page 1
Notes section
  • Third note: changed "discussion and consideration" to "discussion and approval". Changed "rating consistency check meeting" to "rating consistency review meeting".
Motivation section
  • Made wording changes to Exceeds 1 and Exceeds 2 categories.
  • Removed the note regarding motivation.
  • Added motivation requirements and space for written motivation.
Page 2
  • Last signoff box, "consistency check meeting" changed to "consistency review meeting"
Page 3
  • When do I complete this form? section: "between August and September" changes to "in September"
  • Where do I send this form? section: changed "discussion and consideration" to "discussion and approval". Changed "rating consistency check meeting" to "rating consistency review meeting".
  • What other documentation must be attached? section: "A copy of the most recent job description" added to list of supporting documentation.
Page 4
  • Removed the glossary.
Page 5
  • Updated process flow.
03.08.2012 AA01 New 
    Title: AA01: Records transmittal list
    When to use: Before sending records/files to Administrative Archives for archiving to describe the records submitted.
01.08.2012 INS04 New 
    Title: INS04: Assets all risk - staff transit insurance
    When to use: When applying for transit insurance for moving a consignment of personal belongings. See the Relocation Policy for more details.
    Note: The form should be attached together with the Inventory for insurance purposes listing the total value of your belongings.
26.07.2012 FHS006 Updated
  • Changed the HREC signature block to page 1
  • Separated the protocol number from the protocol title
  • Added sentence Note: All amendments should include a Synopsis for the amendment (please see notice dated 23 April 2012)   
26.07.2012 FHS006hlp Updated
  • Added two more bullet points to page 1:

    ·         All amendments should include a Synopsis for the amendment (please see notice dated 23 April 2012)

    ·         Researchers can notify the HREC, via a letter of minor modifications to retrospective medical record reviews or clinical audits. Examples could include the wording of the study, title or minor adjustments to the number of patients or duration of the study. It is not necessary to submit an amendment form (FHS006).

  • Corrected and added the e-mail addresses for contacts
26.07.2012 FHS016 Updated
  • Added blocks for approval dates and entry dates
26.07.2012 FHS017 Updated
  • Added blocks for approval dates and entry dates
25.07.2012 FHS002 Updated
  • Changed some names for sign-offs
  • Contact sections added for sponsor's details
24.07.2012
  • HR160
  • HR161
  • HR164
Updated
  • All had last bullet in the Notes on page 1 reworded: Please return the form to the Staff Recruitment & Selection Office, Room 222, Bremner Building, or fax it to (021) 650 5097 has changed to Please return the form to the HR Advisor for your area. Have hyperlinked the HR Advisor wording so it opens the HR Advisors by area list on the HR website Contacts page.
  • Also changed the wording in the Where do I send this form? section to reflect that the form should be sent to the HR Advisor and added hyperlink to the Contacts page.
19.07.2012 HR187 Updated
Page 1
  • In the Repayment Details section: The repayment of the loan, together with interest charged at official interest rates, will take place over a period of six (6) months. changes to The repayment of the loan, with no interest charged, will take place over a period of six (6) months. Applicable fringe benefit tax will apply.
19.07.2012 HR189 Updated
Page 1
  • In the Repayment Details section: The repayment of the loan, together with interest charged at official interest rates, will take place over a period of six (6) months. changes to The repayment of the loan, with no interest charged, will take place over a period of six (6) months. Applicable fringe benefit tax will apply.
19.07.2012 HR186 Updated
Page 2
  • Added in The EMPLOYEE confirms that he/she section with 3 bullet points
  • Section 5 Repayments: changed together with interest charged at official interest rates to no interest charged.
19.07.2012 HR180 Updated
Page 2
  • Changed section heading Applicant declaration to Applicant declaration of understanding of bursary conditions
  • Removed last 2 bullets in above section
  • Added new section Applicant declaration of understanding of potential loan conditions

Page 3

  • In Administrative Clearance section, added fields for Affordability check and Course load check.
  • In Head of Department recommendation section: Fixed missing opening bracket before Head of Department name in line one.
19.07.2012 HR188 Updated
Page 2
  • Added in The EMPLOYEE confirms that he/she section with 3 bullet points
  • Section 5 Repayments: changed together with interest charged at official interest rates to no interest charged.
17.07.2012 HR188 Updated Updated link to funding policy
17.07.2012 HR100a Updated Updated link to fixed term contract policy
17.07.2012 HR107 Updated Updated link to PASS overtime policy
17.07.2012 HR125 Updated Updated link to staff tuition rates
17.07.2012 HR126 Updated Updated link to the private work policy x2 (Notes section on page 1 and help on page 3)
17.07.2012 HR140 Updated
Updated links to the PASS leave policy, academic leave policy and fixed term contract policy (x2 - page 1 and 2)
17.07.2012 HR141 Updated
  • Updated link to study and research leave policy
  • Also added link to forms site as first bullet in Notes section
17.07.2012 HR160 Updated Updated link to academic recruitment policy
17.07.2012 HR161 Updated Updated link to academic recruitment policy x 2 on page 1
17.07.2012 HR164 Updated Updated link to the PASS recruitment policy (payclasses 9 - 13)
17.07.2012 HR173 Updated
  • Updated link to the PASS grievance procedures
  • Added hyperlink to HR website reference at end of form
17.07.2012 HR174 Updated Updated link to academic performance management page
17.07.2012 HR175 Updated Updated link to academic performance management page
17.07.2012 HR176 Updated Updated link to academic probation and confirmation page
17.07.2012 HR180 Updated Updated link to staff learning and development funding policy
17.07.2012 HR186 Updated Updated link to staff learning and development funding policy
17.07.2012 HR187 Updated Updated link to staff learning and development funding policy
17.07.2012 HR189 Updated Updated link to staff learning and development funding policy
17.07.2012 HR200 Updated
  • Updated link to recruitment guidelines
  • Updated 3 links to EE policy, no longer pointing to policy on HR website but rather the version on the UCT website
  • Updated link to HR advisors section of the Contacts page
  • Added hyperlinks to departmental structure and HR website references on help page
17.07.2012 HR203 Updated Updated links to procedures for appointments without advertisement (academic and PASS)
17.07.2012 PPS01 Updated Updated link to PPS overview page and to PPS resource guide on pages 1, 8 and 9 (3 links on this page)
17.07.2012 PPS02 Updated Updated link to PPS resource guide
17.07.2012 HR193 Updated Replaced Visio process flow on last page with graphic
17.07.2012 PG018 Updated
  • Added form entry fields to make the form editable without printing
  • Removed reference to location on local drive
12.07.2012 FM005 Updated Made the following field name changes:
  • 4500 - LIB ELECTRONIC BOOK AND DIGITAL TEXT
  • 2600 - THESIS MATERIALS (INCL DIGITAL)
  • 2150 - IT CONTRACTUAL PAYMENTS (INCL S/WARE & LICENSES)
11.07.2012 HR193 Updated Replaced Visio process flow on last page with graphic
11.07.2012 HR188 Updated
  • In Course details section on page 1, added NQF level field.
  • In Help on pages 4 and 5, added NQF levels table.
11.07.2012 HR186 Updated
  • In Financial assistance section on page 1, added NQF level field.
  • In Help on pages 4 and 5, added NQF levels table.
11.07.2012 HR180 Updated
  • In Course Details section on page 1, added NQF level field.
  • In Help on pages 4 and 5, added NQF levels table
10.07.2012 INS02 Updated Removed the following from the title: on journeys of 90 days or less
08.07.2012 INS03 New  Title:INS03 - Insurance Claim Notification
When to use:
When notifying Insurance Office of an incident that may lead to a possible claim. Refer to: Insurance Claims Guidelines.
06.07.2012 FM040 Updated Replaced the first two paragraphs with the following:
Staff members who receive payments for reimbursements or allowances (such as mileage or S&T) should have a staff vendor number on SAP to facilitate payment directly into their bank account.
UCT staff
Email your name and staff number to Master Data Section, Procurement & Payment Services at fnd-purch@uct.ac.za.
WCG staff
WCG staff MUST use this form to apply for a SAP staff vendor number. Complete the following information and scan the form to fnd-purch@uct.ac.za or fax 021 650 3663. For help filling out this form, see: Overview: Getting a vendor listed on SAP.
Note: It is the responsibility of WCG staff to notify Master Data of any change in their banking details
05.07.2012 HR163 New  Title:HR163 - Selection Committee Executive Directors
When to use: When appointing a selection committee to recruit and fill a vacant Executive Director's post.
05.07.2012 HR166 New  Title:HR166 - Selection Committee Vice Chancellor
When to use: When appointing a selection committee to recruit and fill a vacant Vice Chancellor's post. 
05.07.2012
  • HR100d
  • HR101
  • HR126
  • HR126c
  • HR141
  • HR143
  • HR190
Updated Changed all references to PGWC (Provincial Government of the Western Cape) to WCG (Western Cape Government):
  • HR100d - 6 references
  • HR101 - 1 reference
  • HR126 - 7 references
  • HR126c - 4 references
  • HR141 - 5 references
  • HR143 - 2 references
  • HR190 - 2 references
04.07.2012 HR202 Updated
  • Changed title from Request to commence recruitment process for posts to be advertised to Request to commence a formal recruitment process for posts to be advertised.
  • In the Notes section, changed contact details from Yvonne Macdonald to Joanne Uphill.
  • In the Vacancy section:
    • Added the Length of contract field to the Post sub section.
    • In the Joint medical post field, changed the WCG reference to WCG as WCG (Provincial Government of the Western Cape) has changed its name to WCG (Western Cape Government).
    • Added a question mark at the end of the joint medical post question.
  • Added a help page to the form.
28.06.2012 FM003 Updated Added a number of fields to address changes to the VAT compliance regulations.
28.06.2012 FHS013 Updated
  • Added back sentence In the case of clinical trials, PI’s declaration, CVs and GCP certificates for PI and co-investigators
  • Further minor changes
26.06.2012 INS02 Updated
  • Replaced header Academics and PASS staff with All UCT Employees, accompanying spouses and children traveling on behalf of UCT on journeys of 90 days or less.
  • In section PLEASE NOTE, added Age limit 80.
26.06.2012 FM005 Updated Added new item | | | |--2570 HEALTH SERVICES & SUPPLIES
26.06.2012 HR124 Updated On page 3 the example of a 3 hour paper referred to a payment of R160; this has been changed to R130.
21.06.2012 HR186 and HR188 Updated Added the sentence (including completion box) "This Bursary Agreement thus lapses on <date field> (two years from the date studies completed for this bursary).
20.06.2012 AS005 Updated
  • Changed form title - Asset under construction form
  • Added new section 1.2 AUTHORISED BY FACULTY/PASS FINANCE MANAGER
20.06.2012 HR161 Updated
On page 1, Membership section: WCG/NHLS Rep has changed to WCG/NHLS Rep.
19.06.2012 RI22 Updated Annual update; made a large number of changes.
  • Added Instructions field
  • Created tables for field entries
  • Number of additional changes
19.06.2012 RI24 Updated Annual update; made a large number of changes.
19.06.2012 HS03 Updated Annual update; made a large number of changes.
19.06.2012 HS02 Updated
  • Added fields Student/Staff Number and ID number if non UCT member
19.06.2012 HR191 Updated
  • Added a Position Title field in the For office use section on page 1.
15.06.2012 HR120 Updated
  • Changed Checking question papers to Checking examination question papers.
  • Added new section for Checking marking of coursework essay, including bracketed text regarding it not being for the 30 credit research course and the R75 amount per essay.
  • Added bracketed text (this includes the essays or projects in the 30 credit research course in the honours degree) to Essays or Projects or Reports block.
12.06.2012 MM005 Updated Added new fields For UCT purposes only:
  • Fundholder name and signature
  • Date
  • Invoice date
  • SAP Document No

Other small field changes

12.06.2012 SD002 Updated Under Fund holder (or nominee), changed line to read "I, the undersigned, confirm that this receipt and all its supporting documentation is valid."
12.06.2012 DDB07 Updated
  • Removed the following sentence under External Examiners:

"* Please note: Supervisors must confirm whether or not the prospective external examiner has agreed and will be available to examine."

  • Changed sentence under Examiner's Title and Name to read: "THE EXAMINER HAS BEEN APPROACHED AND HAS AGREED TO BE NOMINATED AS AN EXAMINER:"

12.06.2012 SAP07 Updated
  • Section 1: Added additional lines (including checkboxes) for indicating whether system specification documentation is accompanying the change request.
  • Section 1: Added "(not initials only)" underneath Signature of Business Owner.
08.06.2012 MM022 Updated Added the following fields:
  • Postal code
  • Type of account: Current, Savings, Transmission
06.06.2012 AS004 Updated On page 1, added the following line: Refer to PUR001 for the Disposal of redundant and second hand goods and GEN002 for the Delegated authority policy.
06.06.2012 DDB03 Updated 2012 update/revision. Made numerous changes to the form.
04.06.2012 HR123 Updated
  • On page 1, Notes section - Corrected the honorarium amounts, changed from R500/$100/£50 to R5000/$500. Also changed the address where forms should be sent from Deputy Registrar's Office in Kramer Building to Examinations Office in Masingene Building.
  • On Page 1, Claim details section - Changed the fund and cost centre details from 302001 / REG1012 to 004791 / REG1018removed "(For subsistence above SARS' limit)"
  • On Page 2: Where do I send this form? section - Changed Deputy Registrar's Office to Examinations Office.
04.06.2012 AS001 Updated Changed line in header to read "Refer to AST001 for asset policy details, PPP02 for Threshold values for purchasing & GEN002 for the Delegated authority policy."
31.05.2012 ACA05hlp Updated 2012 update/revision. Made numerous changes to the form.
31.05.2012 ACA05 Updated 2012 update/revision. Made numerous changes to the form.
30.05.2012 MM022 New  Title:MM022 - SAP student vendor application
When to use: Used when a student needs to be loaded as a vendor on SAP to facilitate payment into their bank account; i.e. when the student will require a disbursements or payment that would not be deemed as a salary.
30.05.2012 FM032 Updated
  • On page 1, removed "(For subsistence above SARS' limit)"
  • In Section E ADVANCE, removed "(For subsistence above SARS' limit)"
  • In Section E, table, next to Subsistence & Travel, added "(above SARS limit)"
30.05.2012 HR100a Updated
  • Removed equity question (Please indicate, specifically, how this appointment assists....) from the Details of recommended appointment section.
  • Changed approval section by removing equity targets questions, adding lines for VC/DVC and Executive Director HR including references to post-retirement appoints and appointments without advertisement.
  • Help page: Where do I send this form? section - in the third bullet the reference to equity targets was removed.
30.05.2012 HR100c Updated
  • Removed equity question (Does this appointment assist with equity targets....) from the Details of recommended appointment section.
28.05.2012 HR124 Updated
  • On Page 1 - Notes section: Changed address from Room 5.07, Student Administration Building to Room 5.07, Level 5, Masingene Building.
  • On Page 3 - When do I complete this form? section: Updated the rates in the example and the table.
24.05.2012 HR193 Updated 2012 update/revision. Made numerous changes to the form.
24.05.2012 ACA13 New Title:ACA13 - Backdating a course enrolment date in PeopleSoft
When to use: Use this form to apply for backdating of the enrolment date/s of courses in the PeopleSoft system.
21.05.2012 INS02 Updated
  • In the last bullet point of "PLEASE NOTE" section, replaced "traveled" with "travelled"
  • In the "Overseas travel details" section, added field "Does the embassy require a letter for your visa application? Yes/No.
  • In the "Complete this form and return to:" section, added e-mail address: "Debbie.Erasmus@uct.ac.za".
15.05.2012 HR201 Updated On page 2, changed the note under Declarations from "Note: The above information will be treated in the strictest confidence. Criminal checks are conducted for all successful candidates, with their prior permission" to "Note: The above information will be treated in the strictest confidence. Criminal checks (via a fingerprint process) are conducted for all successful candidates, with their prior permission".
09.05.2012 HR102 Updated In the Work permit field, changed the text in brackets from (if yes, please specify the duration) to (if yes, please provide a copy of your current permit with your application.)
07.05.2012 FM006 Updated Added a number of new fields to the ledger accounts hierarchy.
07.05.2012 FM005 Updated Added a number of new fields to reflect changes to the general ledger accounts.
26.04.2012 HR201 Updated In Three referee names and contact details section, added sentence "(These referees may be contacted directly by UCT at any stage of the selection process)."
19.04.2012 HR201 Updated Added the heading Declarations (To be completed by all applicants) towards the bottom of page 2.
19.04.2012 HR100c Updated
  • In the Approval of Recommendation and Approval of Appointment sections (bottom of page 1 and page 2), changed the wording under VC/DVC from if appointment is at Professor or Associate Professor level to if appointment is at Professor, Associate Professor or PC13 peromnes 4/5 level.
  • In the DVC/Exec Director HR row, changed the wording from if appointment without advertisement only to if appointment without advertisement.
18.04.2012 HR151 Updated On page 3, point 2 b) ii) removed the following wording: including a party to a customary union according to Black law and custom or to a union recognized as a marriage under the tenets of any Asian religion.
10.04.2012 FHS019 New Title:FHS019 - Final Report
When to use:
When you need to close a study.

Record Reviews/Audits/Collection of Biological Specimens/Repositories/Databases/Registries

10.04.2012 FHS017 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS016hlp Updated
  • Minor wording changes
  • Links to forms FHS016 and FHS017 added
16.04.2012 FHS016 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS014 Updated Changed line in Instructions to read The HREC will not accept any research proposal that does not have a local PI-generated synopsis. The degree of detail in a synopsis will depend on the nature and complexity of the study.
16.04.2012 FHS013hlp Updated
  • Changed details in Instructions
  • Rearranged and rewrote much of the body content
16.04.2012 FHS013 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS012 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS011 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS010 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS009 Updated
  • Added new HREC office use only field.
  • Added field Principal investigator to complete the following
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS008 Updated
  • Added new HREC office use only field.
  • Removed Instructions field.
  • Updated a number of fields.
16.04.2012 FHS007 Updated
  • Added new HREC office use only field.
  • Removed Instructions field.
  • Updated a number of fields.
13.04.2012 CMD01 New Title:CMD01 - Application to host an academic event at UCT.
When to use: Use this form to apply to host an academic event - i.e. a conference, congress, seminar, symposium or workshop.
10.04.2012 BAS03 Updated Changed address of Access Control Admin office to Basement, Robert Leslie Social Science Building, Upper Campus.
10.04.2012 HR100c Updated In the Approval of Recommendation section on Page 1 and the Approval of Appointment section on Page 2, changed the bracketed text under VC/DVC from (if appointment is professorial) to (if appointment is at Professor or Associate Professor level).
04.04.2012 HR201 Updated
  • Added phrase (please indicate name of media or website) to the Where did you see this vacancy.
  • New standard for field text in brackets - no longer italicized, instead reduced font size one level.
02.04.2012 PG009 Updated A number of changes including:
  • New conditions of eligibility.
  • New nominations and selection criteria.
02.04.2012 PG010 Updated
  • Updated look and feel of the tables.
  • Added lines for filling in rather than blank fields.
02.04.2012 PG011 Updated
  • Added entry fields for typing.
  • Changed date of submission.
  • Added date field to signature.
30.03.2012 HR100b Updated Payment details section:
  • Added a field for Levies for T1 Monthly amounts.
27.03.2012 HR123 Updated Claims details section:
  • Changed Total Amount to R5000 and $500 from R500 and $100 respectively. References to pounds and other amounts have been removed.

When do I complete this form? Section:

  • Updated amounts to match page 1 and removed reference to pounds.
20.03.2012 SAP07 Updated Several significant changes including:
  • Removed shaded fields from tables.
  • Simplified table layout for ease of use.
  • Created different tables for individual testers.
  • Simplified signoff fields.
14.03.2012 HS03 Updated Several changes including:
  • Changed contact details where appropriate.
  • Changed some wording and added phrase *The training sessions are not catered events; please arrange your own meals. Only tea/coffee will be served.
  • Added course cost full names.
  • Updated confirmation line to "I confirm that I will attend the above course(s), during the specified times, as indicated by myself. I am aware of the applying conditions and will arrange for an alternate training candidate to attend in my place if I cannot attend the training.."
14.03.2012 HR108 Updated
  • Removed the Position column.
  • Added two news columns, Hours and Hourly rate.
  • Added "Real Internal Order" to both Cost Centre columns.
  • Removed the word "number" from the first Fund column to match the second Fund column.
  • Added two extra entry lines to table
07.03.2012 FM049 Updated
  • Changed S&T allowance maximum daily rates to R303.00 and R93.00 respectively.
  • Changed mileage rate to R3.16 per km, with effect from 1 March 2012.
07.03.2012 FM033 Updated
  • Changed S&T allowance maximum daily rates to R303.00 and R93.00 respectively.
  • Changed mileage rate to R3.16 per km, with effect from 1 March 2012.
07.03.2012 FM032 Updated
  • Changed Section B ALLOWANCE maximum rates to R93.00 and R303 respectively.
07.03.2012 FM030 Updated
  • Changed mileage rate to R3.16 for cars and R2.21 for motorcycles.
  • Changed effective date to 1 March 2012.
02.03.2012 HR100b Updated Fixed a formatting issue whereby some users were seeing a different paragraph spacing.
02.03.2012 HR202 Updated
  • In the Vacancy section, added a new field If resignation or retirement, indicate name of staff member
  • In the Advertising section, expanded the Funding for advertising field to include selection of GOB, Research, External or Donor
02.03.2012 Overseas Travel - benefits Updated
  • Added the column Excess
  • Changed the field numbers and hierarchy
  • Added a new section Declaration by insured
27.02.2012 HR168 New Checklist for EE representatives, who have attended the UCT Recruitment and Employment Equity training, and who are enlisted by faculties and departments to serve as EE representatives on selection committees.
23.02.2012 INS02 Updated Replaced the Schedule of benefits - Annual corporate travel policy document with the Overseas travel - Benefits document" and updated links.
23.02.2012 FM006 Updated On page 2, in |--SALES-REV Sales Revenue section, added -735 RENT RECEIVED VAR commitment item
21.02.2012 FM041 Updated Edited second bullet point in Notes section.
16.02.2012 HR120 Updated On the help page, updated rates for College of Music/School of Dance adding per full day and per hour rates.
16.02.2012 HR200 Updated
  • Replaced the word "requestor" with "requester" in two places.
  • In the Post details section, changed Contract type from "permanent/contract" to "T1/T2/PE".
16.02.2012 FM014 spreadsheet Updated Text of third row changed to include "Doc".
16.02.2012 FM041 Updated Added requirement for an Executive Director HR signature required if a UCT staff tuition fee applies.
15.02.2012 C0107 Updated In section B, replaced "To be completed by Faculty or Support Department Management Accountant", with "To be completed by Faculty/PASS Finance Manager or duly designated Finance officer, and e-mailed to fnd-finance@uct.ac.za".
15.02.2012 R&I09 Updated Significant changes throughout in wording and layout. New version uploaded.
14.02.2012 FM033 Updated
  • Page 2:
    • Moved authorisations from Section D to new Section E.
    • In section D, added a note about EFT deposits.
14.02.2012 FM040 Updated Corrected the link to the help topic.
14.02.2012 R&I13, R&I14, R&I18, R&I24 Updated
  • R&I13, R&I14 and R&I24:
    • All Dates: Updated to reflect 2012 dates.
    • More information available from: Removed "Colleen Windvogel" and her contact details. 
    • Submit application to: Changed addressee from "Administrative Officer" to "Manager". 
  • R&I18: Dates updated to reflect 2012 dates.
14.02.2012 HR105 Updated Fixed form spacing
10.02.2012 HR150 Updated
  • In the Investment Choice section changed the sentence "Only applicable to members 5 years from normal retirement age" to "All contributions will be invested in Portfolio C until the member reaches age 60, when the funds will be transferred proportionally to Portfolio A over a period of 5 years."
01.02.2012 HR125 Updated
  • In Student Details section renamed Year of registration field to Year of application for staff tuition rate.
  • In the Authority for rates section section, changed the HR Officer reference to HR Advisor.
  • In the Where do I send this form? section, changed the two HR Officer references to HR Advisor.
31.01.2012 TA02 Updated TA02: In top table, removed annual fees row.
25.01.2012 BAS03 Updated Page 2, Access required to... section: Removed the row including "For third parties using laptops only – IP Required? *" and "If IP required, enter MAC address (if known)" .
Note:
The MAC address is no longer required to register laptops on the UCT network.
20.01.2012 TA01, TA02 Updated
  • TA01 and TA02:
    • In the Instructions section, edited office hours to reflect 08h30 - 15h30.
    • In top table, added annual fees row .
    • Edited For Office Use Only section. 
    • In the Personal Details section, replaced Local Residence Address with Work Address.
20.01.2012 HR150 Updated
  • Page 1:
    • Notes section: Changed HR Officer to HR Advisor in the third bullet point note
    • Investment choice section:
      • Edited the wording around how long to invest the choice and replaced the old wording with: "I request that my retirement funding be invested as follows from now until I request the UCTRF to change my choice at an investment switching opportunity."
      • Question 1: Added Only applicable to members 5 years from normal retirement age; and updated page references for the investment guide.
      • Question 2: Updated page references and changed UCT in first column to UCTRF.
  • Page 2:
    • Changed UCTRF Eligibility for T2 staff to match that of permanent and T3.
    • Updated page reference for the investment guide under Investment choice information
    • Where do I send this form? section: Changed HR Officer to HR Advisor and removed Retirement Office reference.
18.01.2012 R&I11, R&I16, R&I18, R&I26 Updated
  • R&I11: Dates updated to reflect 2012 dates.
  • R&I16:
    • All Dates: Updated to reflect 2012 dates.
    • Purpose: In the last bullet point, replaced last part of the second sentence "or a part of any grant that may be awarded" with "funds that may be awarded".
    • Eligibility: Removed "T3 contract appointees on academic conditions of service".
    • More information available from: Removed "Colleen Windvogel" and her contact details. 
    • Submit application to: Changed addressee from "Administrative Officer" to "Manager". 
  • R&I18: Dates updated to reflect 2012 dates.
  • R&I26:
    • Page 1:
      • All Dates: Updated to reflect 2012 dates.
      • Eligibility: Removed "T3".
      • More information available from: Removed "Colleen Windvogel" and her contact details. 
      • "Submit application to:" replaced with "Submit electronic application to:" and the addressee is: charmaine.mcbride@uct.ac.za
    • Page 2: Applicant particulars: Removed "T3" from Permanent / Contract field.
    • Page 3:
      • Conference budget: Removed "(inclusive of accommodation)"
      • Subsistence rates:
        Local:
        Removed "(including accommodation)" and
        International:
        Removed "(includes accommodation)"
17.01.2012 R&I09 Updated Page 3: Added a note to the Agreement section: "Note: It is the responsibility of the author to settle costs with the publisher, as awards are transferred directly into research funds."
13.01.2012 HR200 Updated Page 2: Made changes to Recruitment advertising media deadlines table.
11.01.2012 HR150 Updated
  • Page 1, Investment choice section: Removed the line below Shari'ah referring to April 2010.
  • Page 2:
    • Investment choice information section: Removed the note referring to portfolio D and it's availability as well as the information regarding completing 2 forms.
    • What other forms do I need to complete section: Added hyperlinks to HR151 and HR155.
09.01.2012 PG001, PG002 Updated Updated formatting and notes in both forms.

2011

Date Form name Change Description of change / Details of new form
22.12.2011 PG021 New Title: PG021 - Clearance for Registration
When to use: Used for clearance at registration
15.12.2011 Nedbank Application form Updated Replaced Sandra Williams with Natalie Pitcher (the new Purchasing Card Administrator) and updated other details.
07.12.2011 SAP03 Updated Replaced Carmelita Raizenberg with Abu Adams on page 2.
07.12.2011 HR204 Updated Removed the line requesting driver's license information as it is no longer needed.
01.12.2011 PG009, PG010, PG011 Updated Note: These forms are no longer active for 2011, the forms for 2012 will be up in January 2012.  
23.11.2011 PG015, PG016 Updated
  • Expanded Note section.
  • Edited check list in section 2.
  • Added a note regarding instalments and retainer.
  • Various small edits and formatting updates to the forms.
23.11.2011 PG023 New Title: PG023 - Notification of Termination of Fellowship & Tenure
When to use: Used by Postdoctoral Fellows to notify PGC & FO of their termination of fellowship & tenure when leaving UCT
23.11.2011 PG014 Updated
  • Replaced Note section with expanded Important notes for principal investigator/HOD.
  • Reordered and edited check list in section 2.
  • Added a note regarding instalments and retainer.
  • Various small edits and formatting updates to the form.
23.11.2011 DDB07 Updated In External Examiners section, added following note: "Supervisors must confirm whether or not the prospective external examiner has agreed and will be available to examine."
17.11.2011 HR152 Updated
  • Form title changed from UCTRF Additional Contributions to UCTRF Additional Voluntary Contributions.
  • Edited and expanded the Notes section.
  • Changed formatting of form (e.g. narrower margins, different paragraph spacing etc).
  • Old Contributions section now split into Section A (increase pensionable service) and Section B (increase UCTRF savings).
  • Added and savings to heading of Section B
  • Reworded first sentence on help page, changed "as a result of a change in your contract" to "as a result of a contract change".
  • Added Definitions to the help page.
15.11.2011 HR194 New This new form is for applicants who are requesting to access UCT staff for the purpose of research and must be submitted with a copy of the applicant's research proposal as well as Ethics Committee approval.
14.11.2011 EBE04 Updated Completely updated the form: Edited formatting and added headings for consistency as well as changing some of the fields.
11.11.2011 MM014 Updated
  • In section B:
    • Changed the Temporary change field descriptors to Start date and Close date.
    • Changed the Permanent change field descriptor to Start date.
    • Reinstated the Fund field.
  • In section D:
    • Changed the Cash withdrawal required field descriptors to Start date and Close date.
11.11.2011 HR174, HR175 Updated
  • HR174: Second note - replaced performance leadership with performance planning, performance reviews and staff development (academic staff) to match the title of the updated web page.
  • HR175:
    • Second note - replaced performance leadership with performance planning, performance reviews and staff development (academic staff) to match the title of the updated web page.
    • Third note - removed this as web page no longer exists
04.11.2011 HR202 Updated
  • In the Vacancy section, changed Funding to Funding for post.
  • In the Advertising section:
    • Added a line for Funding for advertising.
    • Moved 3 lines from Vacancy section: Draft advertisement line, Yes/No/Comment line and the Applicable salary ranges line.
    • Changed RFJ to SASP.
04.11.2011 FM041 Updated This form used to only cover the UCT cell phone agreement, however, it has been changed to combine all the requests for exception to Finance policies into one form to make the process easier, i.e. this combined exception form is attached to the relevant payment form, and is more formal than an email from the Executive Director of Finance.

This form now must accompany requests for the following:

  • ADSL/3G usage;
  • UCT Parking disc paid from a UCT fund;
  • UCT cell phone contract;
  • Cell phone allowance > limit;
  • Gift vouchers > R500
02.11.2011 INS02 Updated Added the following point in the Please note section:  "A premium of R 15.00 per day travelled will be charged for all students travelling on UCT business."
01.11.2011 MM014 Updated Changed the e-mail address to which the completed MM014 form must be submitted, it is now: fnd-pcard@uct.ac.za.
31.10.2011 HR180, HR186, HR187, HR188 and HR189 Updated Across all 5 forms, the word "death" has been added to the following phrase: for reasons other than death, retrenchment or ill-health incapacity .
31.10.2011 HR184 and HR185a Removed
  • HR184: Removed as the SEA programme has been replaced by the Staff Learning and Development Funding policy. See: http://hr.uct.ac.za/humdev/dev_opp.php
  • HR185a: Removed as Khuluma workshops are no longer held.
26.10.2011 HR203 Update Replaced the 2 eligibility reasons with 5 new reasons. The Checklist section moved to page 2 as a result of this change.
20.10.2011 PPS01, PPS02 Update
  • PPS01: Page 6: Removed percentages line from Recommended performance rating table.
  • PPS02:
    • Page 1: Removed of percentages line from below Exceeds 1 and Exceeds 2 awards.
    • Page 2: Added extra sign-off block for the Consistency Check Meeting
05.10.2011 INS02 Update Added student number, fund number and cost centre fields to the INS02 form and added two sub headings separating the traveller details from the journey/travel details.
05.10.2011 FM014 Update Removed 6 lines from the form and added a note instructing staff to complete the FM014 spreadsheet if they are requesting a journal of more than 6 lines. Removed help topic FM014HLP as it was considered unnecessary and out of date.
05.10.2011 FM014spreadsheet New The FM014 spreadsheet is to be used when requesting a journal passed of more than 6 lines.
30.09.2011 PPS02 New PPS02 - Motivation for ‘exceeds’ award to PASS staff form has been added, which is used when a PASS staff member is rated ‘A’, during the final formal review as part of the Personal Performance System (PPS) and either the PASS staff member and/or their line manager and/or their peer wish to motivate for them to be awarded an ‘Exceeds 1’ or ‘ Exceeds 2’ award..
30.09.2011 PPS01 Update The PPS01 form has been completely revised and updated.
26.09.2011 ACA10 Update Changed address details to Student Admin Building, Room 5.15.
09.09.2011 HR120 Update Changed payment amounts on the help page (page 3):
  •  Undergraduate:
    • R200 per undergraduate paper to R285.00
    • R1.00 per script (2-hour written) to R4.00
    • R2.00 per script (3-hour written) to R5.00
    • R3.00 per script (4-hour written) to R7.00
  • Undergraduate oral or practical examinations
    • R200.00 per day to R700
    • R100.00 per half day to R400.00
    • R30.00 per hour to R100.00
  • Postgraduate
    • R200.00 per final postgraduate paper to R285.00
    • R200.00 per essay to R250.00
    • R200.00 per postgraduate diploma in law to R250.00
    • R200.00 per MBA research report to R250.00
08.09.2011 HR100a, HR144, HR160, HR164, HR201 Update
  • HR100a: In the Details of recommended candidate section, split the Credit/Criminal Checks field into two separate fields.
  • HR144: In the Costs section, added a line for Discovery Vitality. On the help page hyperlinked the reference to HR140.
  • HR160 and HR164: In the Membership section, Other Members reduced from four lines to two lines.
  • HR201:
    • Changed recruitment agency wording from If currently temporarily employed at UCT, please specify whether employed through an agency? to Are you currently registered with a recruitment agency?
    • Changed any Y or N to Yes or No.
06.09.2011 HR100a Update In the Appointment Details section, removed independent contractor from the Conditions of Service field.
01.09.2011 HS02 Update
  • Name changed from Accident to Incident Report
  •  In the section A in part 8. Effect on Person a new row was added with options for: Headache, Dizziness, Faint/Syncope, Pain, Short of Breath.
26.08.2011 ACA01 Update
  • In section 1: Edited field names, providing examples for clarity.
  • In section 2: Changed PDEV option to Full Year.
  • In section 6: Provided examples for Course component for fees field.
26.08.2011 HR201 Update
  • Moved declarations (e.g. criminal charges) at bottom of page 1 to page 2.
  • Moved Three referee names and contact details section from page 2 to page 1.
26.08.2011 MM014, MM019, SAP01 Update
  • MM014: In section B, added a Fund field; in section D, added Yes/No fields and moved card holder statement and signature fields to section E; in section E, edited authorisation statements.
  • MM019: Edited cardholder details to match purchasing card application form, MM003.
  • SAP01: Added link to MM003 - Purchasing card application form.
19.08.2011 HR201 Update Edited sentence at the bottom of page 2, to say: "Candidates invited for interview will be asked to bring along their signed hard copy of this form".
19.08.2011 HR126c Update Added an extra bullet to the Applicant Acknowledgement on Page 2 "I accept that this declaration is subject to audit".
16.08.2011 HR126, HR126a, HR126b, HR126c New
  • HR126 - Private Work Application (For joint clinical staff on UCT conditions of service)
    Note:
    Before completing this form, please read the UCT Private work policy
    (http://hr.uct.ac.za/conditions/joint_privwork_1104.php) and the HR126 form help on page 3.
  • The following forms are attachments to HR126:
    • HR126a - Private Work – Central Hospital Work Plan
    • HR126b - Private Work – Regional / District Hospital / Services Work Plan
    • HR126c - Private Work – Income Declaration
15.08.2011 HR101 Update Personal details section
- Changed the Nickname field to Known as and referenced the creation of the e-mail address.
- Changed the date field associated with marital status from If status changing, date of change to Date of marriage / Date of change of marital status.
10.08.2011 HR100a Update Appointment Details section: Rephrased note to: If UCT is no longer the staff member’s sole employer they MUST complete the relevant section on the Personal details form (HR101).
03.08.2011 FM049, FM050 Update
  • FM049:
    • Corrected GL numbers: Mileage and Accommodation
    • Add GL name and number: Travel Ancillary Costs
    • Removed GL name and number: Parking
    • Added section title: Final check & sign off by faculty/pass finance manager:
  • FM050:
    • Added section title: Final check & sign off by faculty/pass finance manager:
29.07.2011 HR100a Update
Section Change
Details of recommended candidate
  • Race field has been moved up a line.
  • Gender and Nationality fields were moved to the left into the gap.
Details of recommended appointment
  • Removed WCG from the Type of contract options as this now applies to form HR100d.
  • Added new section If T1 or T2 contract, reason for appointment to align with fixed term contract appointment policy.
Appointment details
  • Added note about sole employer.
  • Added new field (If PT academic) Rate per Hour.
  • Added note about appointment letters.
Payment details
  • In For appointment of less than one year sub-section, added new field Total amount for contract.
When do I submit this form?
  • Last bullet point, changed submission date to ten days before employee's start date.
What other forms do I need to complete?
  • Re-worded second half of first bullet to clarify when HR101 should be completed.
  • Deleted Note at bottom of page.
  • Added hyperlinks to HR101 and UCT forms website.
28.07.2011 HR100c Update In the Approval of recommendation by delegated authorities section, removed the line requiring the VC to sign if appointment is at payclass 13.
28.07.2011 HR200 Update
  • In the Advertising placements section, added (staff only) to UCT Internal Vacancies web page field.
  • In the Advertisement section, added the request for the job description to be provided.
27.07.2011 FM005 Update Added new GL account: 1795 - POST GRAD BURSARIES - INT FEES
27.07.2011 HR122 Update Changed the wording under Tax reference number field to refer to If you are a resident in South Africa.
21.07.2011 MM003 Update Added "work permit" to the note in the Card holder details section, i.e. Note: Non-SA citizens must attach a copy of their passport and work permit.
19.07.2011 MM003 New Form for applying for a UCT purchasing card.
Note:
  • This form has previously only been available directly from the Purchasing Card Administration office.
  • This form must be completed with the Nedbank application form (opens in a new window).
08.07.2011 HR144 Update In the Account settlement method section:
  • Moved tick options up onto one line and changed order slightly so that electronic transfer is third option.
  • Added a note about banking details which were added below.
  • Added the Reference field.
08.07.2011 HR121 Update
  • Re-worded the second note at top of page 1.
  • Removed the third note referencing who should complete which section.
  • In section A, B and C, added who should complete.
  • In section C, removed reference to pounds as payments are no longer paid in pounds and removed the pound column below.
  • Help pages: In section When do I complete this form?, removed reference to pounds.
08.07.2011 HR120 Update Changed the wording under Tax reference number field to refer to If you are a resident in South Africa.
04.07.2011 AS005 Update Added Asset Class field and number; in Section 1, removed standard asset descriptions; removed Section 3.
23.06.2011 DDB04 Update Edited the IMPORTANT notes section:
  • the citation details have been expanded, and
  • a mini citation requirement has been added with details.
24.06.2011 HR123 Update
  • Added "transmission" to Type of Account to match other forms.
  • Added Tax reference number field and associated notes (due to SARS requirements).
24.06.2011 HR122 Update
  • Added Name of Account Holder to match other forms.
24.06.2011 HR121 Update
  • Swapped order of Name of Bank and Name of Account Holder to match other forms.
24.06.2011 HR120, HR121, HR122, HR124 Update
  • Removed Asian option from Ethnic origin fields.
  • Added Tax reference number field and associated notes (due to SARS requirements)
24.06.2011 HR101 Update On page 1:
  • Combined Bank details and Tax details sections into a single new section entitled Pay information
  • Added Tax reference number field and associated notes (due to SARS requirements).
  • Address details section: Split Street number and name into two fields: House number and Street name. Moved Suburb onto new line.
  • At bottom of page, removed two signature lines.

On page 2:

  • Contact Details section renamed to Personal contact details.
  • Employee signature line re-worded "above information" changed to "all information on this form".
  • HOD signature line re-worded "the PD form" changed to "this form".
  • Added "All SARS requirements checked?" to the office use section at the bottom of the page.
24.06.2011 HR145 Update Removed the section Responsibility for handing over exit questionnaire (HR146) as HR146 has been replaced by the Vula exit questionnaire.
23.06.2011 HR145 Update Removed the section Responsibility for handing over exit questionnaire (HR146) as HR146 has been replaced by the Vula exit questionnaire.
23.06.2011 DDB03, DDB04, DDB05, DDB07 Update Updated physical address as department has moved to Student Administration Building.
15.06.2011 R&I13, R&I14, R&I24 Update Subsistence rates were updated in R&I13 and R&I14, and for all three forms the word "incomplete" was added to the statement at the end of Section One.
15.06.2011 SAP01, SAP02, SAP03, SAP04, SAP08 Update Replaced sap@uct.ac.za with icts-systemsaccess@uct.ac.za.
15.06.2011 HR145 Update Replaced SLS Team with Systems Access and replaced sap@uct.ac.za with icts-systemsaccess@uct.ac.za.
15.06.2011 HR140 Update Removed the Position field and added Line Manager to the Head of Department field.
07.06.2011 SAP04 Update Edited name of team, previously known as SLS and now Systems Access.
07.06.2011 R&I09 Update Edited name of person to contact for more information and to whom the form should be submitted, now Ronel August.
02.06.2011 HR100d New Edited notes in new form stating that this form should be accompanied by a NHLS / WCG letter of appointment.
31.05.2011 HR120, HR121, HR124 Update Updated address in the Notes section
31.05.2011 HR101 Update
In the Bank Details and Tax Details sections, added If you are a WCG/NHLS joint staff member, please do not complete this section
31.05.2011 HR100d New New form to be used when appointing all UCT/NHLS and UCT/WCG staff on NHLS and WCG conditions of service
31.05.2011 HR100a Update
  • In the Appointment details section - Conditions of Service: Added Apprentice/Learnership and removed WCG.
  • In the Appointment details section: Removed WCG lines at the bottom of the section.
  • In the Completing an Appointment form section - When do I complete this form?: Removed WCG from the list of contracts.
31.05.2011 SAP03 Update
  • Changed Systems Liaison Services to Systems Access
  • Changed ACS Technical Communications to Systems Division Technical Writing
  • Changed Team Leader - SAP Support to SAP Support
  • Changed HOD - ACS to Director - Systems Division
  • Changed Carl Williams to Tina Charles
31.05.2011 SAP02 Update Changed Systems Liaison Services to Systems Access
31.05.2011 SAP01 Update Changed Systems Liaison Services to Systems Access
26.05.2011 RI16 Update Updated deadline dates
26.05.2011 RI08 Update Updated deadline dates
23.05.2011 HR204 New This form is used by all applicants applying for Senior Executive Staff  vacancies at UCT, i.e. Vice-Chancellor, Deputy Vice-Chancellor, Dean & Executive Director levels
20.05.2011 MM014 Updated Updated and renamed to PCard credit limit and travel change request form
20.05.2011 FM046 Removed This form has been removed, please use MM014
20.05.2011 HR203 Update In the Candidate and appointment information section, added Title
20.05.2011 SAP08 Update Added Evaluation Information section
19.05.2011 HR203 Update In the Candidate and appointment information section, added Payclass/level
17.05.2011 HR175 Update
In the Performance Assessment section:
  • In the Recognition of Excellence field, removed Rate for Job and added Professors
  • Added Merit Award (Lecturer, Senior Lecturer, Associate Professor)
05.05.2011 BAS08 Update
  • Added Role and reason for visit section
  • Updated address for Access Control to Room 1.09 PD Hahn Building, Chemistry Mall, Upper Campus
03.05.2011 BAS03hlp Update Updated address for Access Control to Room 1.09 PD Hahn Building, Chemistry Mall, Upper Campus
03.05.2011 ACA04 Update In the Instructions section, updated address to: Polela Mhlawuli, Room 5.15, Student Admin Building, Middle Campus, UCT, Rondebosch, 7701
20.04.2011 SAP06 Update Changed ACS to Systems Division
20.04.2011 BAS09 Update Changed Systems Liaison Services to Systems Access
20.04.2011 BAS06 Update Changed Systems Liaison Services to Systems Access
20.04.2011 ACA04 Update Changed ACS to Systems Division
18.04.2011 BAS03 Update Updated address for Access Control to Room 1.09 PD Hahn Building, Chemistry Mall, Upper Campus
12.04.2011 ACA11 Update
  • In the Course Title section, added field for OEE Dynamic Rate Rule
  • In the Course Fee Data section, amended Course Price options
11.04.2011 HR140 Update Updated
06.04.2011 HR140 Update
  • Made minor text formatting changes
  • In the Family Responsibility leave section: Added section for death of a family member and re-worded the note below to match wording of other notes on form.
  • In the Unpaid leave section: Moved comment down a line so it fits under heading as in rest of form.
  • In the Authority for leave section: Removed Contact address/number while on leave as it is not used.
  • In the When do I complete this form section, re-ordered list of leave types to match order on page 1 of form, added AWOL.
  • In the What other forms do I need to complete section, re-ordered leave types to match order on page 1 of form, updated Paternity leave supporting documentation to only mention a registration of birth certificate.
06.04.2011 HR193 New New form to use when internal training providers, Deans, Executive Directors, Heads or others make application to the Staff Development Committee for learning and development funding from the Skills Development Levy refund during the annual application exercise.
06.04.2011 HR122 Update
  • Removed reference to Heritage
  • Made minor text formatting changes
24.03.2011 HR167 Update
  • In the Constituency section, removed chosen from a panel of 4 from the third cell
  • Added grey shading to show there are no initial nominations.
24.03.2011 INS02 Update
  • In the Please note section, inserted a new bullet point You will receive a new card when the current policy changes.
  • Moved the E-mail address field lower on the page
17.03.2011 HR167 Update Updated
17.03.2011 HR140 Update Updated throughout to accommodate the new family responsibility leave policy.
11.03.2011 HR167 New New form to use when appointing a selection committee to recruit and fill a vacant Deputy Vice-Chancellor's post
11.03.2011 HR190 Update
  • In the Notes section, removed the first bullet point.
  • In the Organisational data section, changed Faculty or department (organisational unit) to Faculty or PASS department and created new Organisational unit field.
  • In the Authority section, removed the HR Advisor line.
08.03.2011 FHS002 Update Updated
07.03.2011 FM053 New New form to use when you need to change the petty cash custodian
07.03.2011 FM049, FM033 Update
  • Changed SARS maximum daily rate to R88.00 for incidental costs only
  • Changed SARS maximum daily rate to R286.00 for meals and incidentals
  • Changed Rate per KM to R3.05
07.03.2011 FM034, FM047, FM048 Update Updated in line with the petty cash policy (PAY003).
07.03.2011 FM032 Update
  • Changed MAXIMUM daily rate to R88.00 for incidental costs only
  • Changed MAXIMUM daily rate to R286.00 for meals and incidentals
07.03.2011 FM030 Update Changed Rates per km to R3.05 for Motor vehicles (all types) and R2.14 for Motor cycles.
04.03.2011 HR201 Update
  • Added new fields for Driver's licence and If yes, licence code
  • In the Academic posts section, changed If the post is advertised at more than one level, please specify the level at which you are applying (e.g. Senior Lecturer) to If the post is advertised at more than one level, please specify the level/s at which you are applying.
04.03.2011 HR190 Update
  • In the Staff category required section, changed JMS to NHLS and removed All staff categories
  • In the Organisational data section, changed Joint Medical Staff indicator to Joint Staff indicator (WCG or NHLS), added Job (rank)
  • Removed HEMIS data section
  • In the Authority section, changed HR Officer to HR Advisor
04.03.2011 FHS003 Update Updated
01.03.2011 INS02 Update
  • Separated Name field into First Name(s) and Surname fields.
  • Added Identity (ID) Number field.
01.03.2011 HR180 Update
In the Applicant Declaration section, added form number HR186.
01.03.2011 HR100c Update Added Recruitment Advisor tracking block.
28.02.2011 DDB09 Update Updated
24.02.2011 HR100a Update
  • In the Conditions of service section, removed Academic Preclinical, changed Senior PASS from > 13 to PC 13 as there are no longer any pay classes above 13.
  • In the Payment details section, created division between appointments of one year or more and appointments of less than one year, rephrased the bonus question.
  • In the Approval of appointment detail and funding by delegated authorities section, changed HR Officer to HR Advisor.
  • In the When do I complete this form? section, added T1 and T2 to first bullet point, added temporary contracts (T1) in pay class 9 or above bullet point and academic T1 contracts bullet point.
  • In the Where do I send this form? section, changed HR Officer to HR Advisor.
  • In the When do I submit this form? section, removed reference to T3.
23.02.2011 HR203 New New form to use when requesting the Staff Recruitment Office to commence a selection committee process for filling a vacancy without advertisement.
23.02.2011 HR202 Update
  • Changed title to Request to commence recruitment process for posts to be advertised.
  • In the Notes section, added For appointments without advertisement, please use form HR203.
  • In the Vacancy section, deleted Note: If appointment without advertisement, please ensure you attach: motivation for appointment, candidates CV and job description
  • In the Process issues section, deleted If applicable, for change from contract to permanent has contract been extended to cover duration of selection committee process?
16.02.2011 FM007 Update Added new Sales Orders item - There are no outstanding line items on the Sales Orders attached to the fund.
16.02.2011 CO113, CO114 Update Changed fnd-finance@uct.ac.za to fnd-ledgers@uct.ac.za
16.02.2011 HR124 Update Changed Cost Centre from REG1019 to REG1018
11.02.2011 R&I14 Update Updated
11.02.2011 PG018 Update Updated
10.02.2011 SAP01, SAP02, SAP03, SAP04, SAP08 Update Changed SAP inactive user expiry from 6 months to 2 months
09.02.2011 PG018 New New form to use when requiring authorisation for a Cash Allowance against a guaranteed Fellowship/ Scholarship/ Bursary.
09.02.2011 PG009, PG010, PG011 Update Updated for 2011
08.02.2011 SAP08 Update Added note: This form is not for purchasers changing departments – complete SAP01.
08.02.2011 SAP01 Update Added section: B.2  EXISTING PURCHASER CHANGING DEPARTMENTS
08.02.2011 FM032 Update Added:
  • Staff payments will only be made to SAP staff vendors. To request a SAP staff vendor number, complete form FM040 or email the name & staff number to fnd-purch@uct.ac.za.
  • SAP Staff vendor # field
08.02.2011 FM030 Update Added:
  • 4. Travelling between home & UCT is considered private travelling.
  • 5. Travelling between home & airport is considered part of S&T allowance.
08.02.2011 FM014 Update Changed sentence Use FM011 for budget transfers, CO115 for cost center repostings & CO116 for RIO repostings to read Use FM011 for budget transfers and CO115 for cost object repostings.
01.02.2011 PS01 Update In the Duration column, on page 3, the training time for all academic administration courses has been increased.
31.01.2011 R&I18 Update Changed deadline dates
26.01.2011 R&I09 Update
  • Changed all instances of DoE to DHET
  • In the More information available from and Submit application to sections, changed contact person from Patricia Jacob to Christina Pather
  • Made other minor wording changes
24.01.2011 CO section Update Removed links to all CO help documents
21.01.2011 FM003 Update Updated
21.01.2011 CO115 Update Updated
21.01.2011 CO116 Removed This form has been removed, CO115 to be used instead
21.01.2011 CO107 spreadsheet Update
  • Changed the validation to 40 characters
  • Edited the text in the "ShortText" column (column C)
21.01.2011 CO107 Update In the second bullet point, changed CO113 to CO114.
21.01.2011 CO103 Update In the third bullet point, changed CO113 to CO114.
20.01.2011 R&I12, R&I16 Update Updated
18.01.2011 R&I25 Removed This form has been removed, as the funding category no longer exists.
18.01.2011 R&I24 Update Updated
18.01.2011 HS02 Update Updated
12.01.2011 PG001, PG002, PG014, PG015, PG016 Update Updated
11.01.2011 R&I08, R&I11, R&I13, R&I14, R&I24, R&I26 Update Updated for 2011
11.01.2011 HR106 Update
In the Event section, changed Limited to 1 month to Limited to 1 calendar month.
05.01.2011 PS01 Update Updated with the new address for Student Systems Support

2010

Date Form name Change Description of change / Details of new form
15.12.2010 HR185 Removed This form has been removed, as the manual course booking process has been replaced by an online course booking system.  The online Course Booking Form can be found at http://hr.uct.ac.za/humdev/staffdev/booking_form.php.
15.12.2010 HR153 Update In the Personal Details section, extended the sentence If yes, please provide the date of divorce and a certified copy of your divorce order and the divorce agreement. Please note that this is required before any payment of your UCTRF funds will be made.
14.12.2010 HR184 Update Replaced form which was deleted on 29.09.2010
14.12.2010 HR100a Update
  • In the Notes section: Added link to policy on HR web site.
  • In the Details of recommended appointment section, changed wording in the Renewal field, added Number of roll-overs field, removed one line from Any special requirements in offer? field, removed one line from Please indicate, specifically, how this appointment assists in achieving departmental equity targets field.
06.12.2010 PS01 Update Updated
06.12.2010 SAP07 Update Added Supporting information section
01.12.2010 BAS06 Update
  • Changed Full name to First name and Surname
  • Added Third Party (T) Number field.
01.12.2010 BAS09 New New form to use when a user's details have changed, or a user needs to work on different or additional organisational units
16.11.2010 SAP07 Update
  • Added a new Tester/s details section: Removed references to tester and test pack from SAP HR system evaluation section and used these to create this new section.
  • In the SAP HR system evaluation section: Removed the Communication comments and the Date change request completed lines.
  • Added a new Production signoff section which includes the Production client/CMR sign off line.
16.11.2010 HR200 Update
  • In the Advertising Placements section: Removed one line from External Media.
  • In the Full Advertisement text section: Replaced this section with Advertisement section containing instructions.
  • In the When do I complete this form? section: Changed contact person from Recruitment Advertising Co-Ordinator to HR Advisor.
  • In the Where do I send this form? section: Removed HR Officer as a contact person.
  • Renamed the Advertising media deadlines section as the Recruitment advertising media deadlines section. Deadlines table re-arranged and some deadlines changed.
15.11.2010 PG009, PG010, PG011 Update Made unavailable due to closed deadline for submission, will be available in early 2011.
12.11.2010 HS04 New New form to use for Biological Monitoring Payment authorisations
12.11.2010 FM033 Update Adjusted SARS rates
12.11.2010 FM049 Update Adjusted SARS rates, added signoff section for Faculty/PASS Finance Manager
10.11.2010 HR202 Update Added the Division / Unit field
09.11.2010 CO114 Update Created Excel version of the form to replace the previous Word version, now to be used for deletion of fund/cost object relationships
08.11.2010 FM052 Update Included authorisation sections for Fund Holder and Faculty Finance Manager
08.11.2010 CO113 Update Created Excel version of the form to replace the previous Word version, now to be used for creation of fund/cost object relationships
02.11.2010 FM006 Update
In the SALES-REV Sales Revenue section, added 596  US FEDERAL LOAN INCOME
02.11.2010 FM005 Update
In the UG-AWARDS U/G Bursaries/Scholarships section, added 1847 US FEDERAL LOAN DISBURSEMENT
02.11.2010 HR189 Update Added Fund to be reimbursed section to the Repayment Details section
02.11.2010 HR187 Update Added Fund to be reimbursed section to the Repayment Details section
01.11.2010 SD004 Update Updated
20.10.2010 ACA11 Update Updated
20.10.2010 FM013 Update Fixed Fund column
18.10.2010 FM014 Update
Removed DR/CR column
18.10.2010 FM013 Update
  • Changed page layout to landscape format
  • Changed Finance check to FND check
  • Changed format of Text to be displayed section
  • Changed section C heading to FACULTY/PASS FINANCE MANAGER (of area to be debited)
11.10.2010 R&I08 Update Updated
07.10.2010 FHS006, FHS006hlp, FHS007, FHS008, FHS008hlp, FHS009, FHS010, FHS011, FHS011hlp, FHS013, FHS013hlp,   FHS015hlp, FHS016, FHS016hlp, FHS017 Update Updated
06.10.2010 HR186 Update
  • Added Staff member's staff number and Staff member's department fields to Bursary Agreement section
  • Added page break between points 5 and 6
29.09.2010 HR189 New New form to use when a staff member fails to comply with the Declaration of Obligation conditions
29.09.2010 HR188 New New form to use when UCT funds non-formal learning and development in excess of R25 000
29.09.2010 HR187 New New form to use when a staff member fails to comply with the Bursary Agreement conditions
29.09.2010 HR180 Replaced Old version of HR180 replaced by new form to use when UCT funds formal education for staff  
29.09.2010 HR181, HR182, HR183, HR184 Removed Forms removed as the SEA programme has been replaced by the new Staff Learning and Development Funding policy
28.09.2010 HR186 Update
  • In the Notes section: Added UCT Policy regarding Staff Learning and Development Funding can be found at: http://hr.uct.ac.za/humdev/dev_opp.php.
  • In the Bursary Agreement block, made formatting changes.
  • In the Financial Assistance section: Added length of study if less than a year, date studies commencing and date completing.
  • In the The Employee's Undertaking section, added a field for entering deadline date for progress reports.
  • In the Conversion into a Loan section, expanded the first, second and third bullet point, and added a fourth bullet point. Added retrenchment and ill-health incapacity phrases as exclusions.
  • In the Costs section, separated content into Costs and Signed section.
  • In the Signed section, separated content into EMPLOYEE and EMPLOYER sections, and made minor layout and wording changes.
  • Updated the Completing a bursary agreement page.
14.09.2010 CO113/4 spreadsheet New New spreadsheet to use when making more than five requests using CO113 or CO114.
09.09.2010 HR100a Update
  • In the NOTES section: Removed reference to form movie
  • In the Details of recommended appointment section: Added (If applicable) to Division/Unit/Section
  • In the Details of recommended appointment section: Type of contract - removed T3, removed asterisk from T2 and removed asterisk explanation.
06.09.2010 SD002 Update
  • Added Unit Price column
  • Added Total Amount column
02.09.2010 SD007 Update
  • Added Date field
  • Reformatted checkbox options in the Method of Payment section
02.09.2010 SD006 Update Added instruction Send the completed form with supporting documents to the Faculty Finance office for signature
02.09.2010 SD005 Update
  • Added instruction Send the completed form with supporting documents to the Faculty Finance office for signature
  • Reformatted form using tables, shading, fields and protection
02.09.2010 SD004 Update
  • Added instruction Send the completed form with supporting documents to the Faculty Finance office for signature
  • Reformatted form using tables, shading, fields and protection
02.09.2010 SD003 Update
  • Added NB. Send to Faculty Finance Office for verification and signature for processing to the Instructions section
  • Reformatted form using tables, shading, fields and protection
02.09.2010 SD002 Update
  • Added Date field
  • Added GL column to the Invoice details section
  • Removed Unit Price column
  • Removed Total Amount column
  • Added If clearing invoice to Invoice No. field
01.09.2010 SD001 Update
  • Added checkboxes for Send invoice to
  • Added Date completed field
  • Added NB:  Letter of Liability for all goods/services > R1000.00
  • Added Attach copy of purchase order/No to Customer Ref. No. field
  • Added GL column to the Invoice details section
01.09.2010 RI26 Update Updated further
31.08.2010 RI26 Update Updated
26.08.2010 RI13 Update Updated the deadline dates
24.08.2010 RI11 Update Updated and reformatted
20.08.2010 HR201 Update Removed credit from Note: The above information will be treated in the strictest confidence. Credit and criminal checks are conducted for all successful candidates, with their prior permission.
16.08.2010 PS01 Update Updated
16.08.2010 DDB08 Update Updated
13.08.2010 FM034 Update Added If existing float, SAP Vendor Number, added new signature field for Area Finance Manager, updated layout of form
11.08.2010 BAS06, SAP03, SAP08 Update Updated with new address for the SLS Team: Room 201A, ICTS on Main, 7 Main Road, Mowbray
04.08.2010 FHS004 New New form to use when you need to submit an annual progress and study closure report to the Animal Ethics Committee
04.08.2010 FHS003, FHS005 Update Updated
02.08.2010 CO107 Update Updated
14.07.2010 R&I08 Update Updated
13.07.2010 R&I13, R&I14, R&I24 Update Updated
13.07.2010 AS001hlp Update Standardised field names, updated sections 1.5 - 1.8.
13.07.2010 HR100c Update
  • In the Details of Recommended Candidate section: Split Credit Checks and Criminal Checks into two lines.
  • In the Details of Recommended Appointment section: Added a new line for Full-time/Part-time and (If PT) Hours per Week.
08.07.2010 AS001 Update Removed Section 2
15.06.2010 FHS006, FHS007, FHS008, FHS009, FHS010, FHS011, FHS013hlp, FHS015, FHS016, FHS017 Update Updated
01.06.2010 HR201 Update Added line Note: Please enter your qualifications and employment history information in this section as well as on your CV to the Summary of Qualifications and Experience section.
18.05.2010 HR201 Update Added fields If currently temporarily employed at UCT, please specify whether employed through an agency? and If yes, please specify agency name.
18.05.2010 HR107 Update Corrected a hyperlink in the Notes section.
14.05.2010 FM051 New New form to use when a vendor requires immediate electronic payment into their bank account.
13.05.2010 HR201 Update In the Referee section, added the Contact number column
13.05.2010 HR165 Update
Added PASS members of the Faculty to the Constituency section, changed wording in brackets below Faculty Student Representatives
11.05.2010 FHS008, FHS009, FHS010, FHS011, FHS013, FHS016, FHS017 Update Updated
11.05.2010 HR201 Update Added a note: Please enter your first and last names below as they appear in your identification document or passport.
11.05.2010 HR160, HR161, HR164 Update Added a note to the top of each form regarding HR202, added a line in the What other forms do I need to complete section.
11.05.2010 Schedule of benefits - Annual corporate travel policy Update Updated
11.05.2010 INS02 Update Added a note about completing the Department field in full and not using acronyms.
07.05.2010 DDB03 Update Updated
03.05.2010 FM052 Update Added a new note about investment funds, added Investment Fund field.
29.04.2010 HR182 Update Updated
23.04.2010 HR202 Update
  • In the Notes section: changed wording to second note to indicate HR Advisor's responsibility.
  • In the Vacancy section: moved Yes/No/NA, added note at bottom of section.
  • In the Process issues section: Added question regarding contract extension.
23.04.2010 HR201 Update Added School certificate and Other qualification options to the Summary of Qualifications section.
22.04.2010 HR100c Update
Added VC line to Delegated Authorities sections on pages 1 and 2, added description below each line in Delegated Authorities section on page 2.
19.04.2010 HR161 Update Added HR Advisor field
16.04.2010 HR165 Update Added Title column
16.04.2010 HR160, HR161, HR164 Update Added Title, Name and Department columns to the top of the Membership section
14.04.2010 FM050 Update Moved Faculty/PASS Finance Manager sign off section, so that it applies to all cases not only those exceeding R1500.
14.04.2010 HR101 Update
  • Moved gender fields from the Personal Details section to the Employment Equity Details section.
  • Ethnic Origin has been renamed to Race.
  • In the Employment Equity Details section: Asian has been removed, the definition of people with disabilities sentence has been moved below the Do you have a disability question, the Type of disability section has been expanded to include selections.
  • In the When do I complete this form? section: A third paragraph has been added under the Note.
14.04.2010 DDB07 Update Updated
12.04.2010 HR202 New New form to use when requesting that the Staff Recruitment Office commence the recruitment process
12.04.2010 SAP01 Update Changed Send completed form to details
06.04.2010 HR185 Update Added grey shading and fields for Fund Number and Cost Centre.
06.04.2010 FM032 Update In section B, changed the allowed MAXIMUM daily rate to R85.00 for incidental costs and R276.00 for meals and incidentals
25.03.2010 CO115 Update In the To be completed by applicant section, added for the current fiscal year
25.03.2010 FM003 Update Added 114 to Or CO 113/114 attached (> one CC) field, added Object to Cost Object to be attached to Fund field
24.03.2010 PG001 Update Updated
11.03.2010 FM007 Update New form to be used when you want to close a fund on SAP.
11.03.2010 FM003 Update Updated, now only to be used when you want a fund to be created or changed on SAP.
09.03.2010 MM014 Update Updated
01.03.2010 INS02 Update Inserted new Title field
26.02.2010 HR150 Updated
In the Investment Choice section:

renamed booklet to  UCTRF Member's Investment Guide, updated page references in 1. and 2., added Portfolio D (Shari'ah Fund)

On the Help page:

Created the UCTRF eligibility table (replaced the first note), created the Investment choice information section (replaced the second note), updated page number reference, added bold and italics, added a note regarding the availability of Portfolio D.
25.02.2010 EBE01,EBE02 Removed Forms removed as the standard UCT form is now to be used instead
25.02.2010 R&I09 Update Redesigned layout of the form for online completion, updated details for 2010
25.02.2010 HR151 Update Redesigned layout of the form and added new sections
23.02.2010 HR123 Update
Added the following fields: Passport country of issue, Account holder relationship

Changed the layout of the Address sections

23.02.2010 HR122 Update
  • Added Local examiners to the heading
  • Merged the Examiners Fee field 
  • Added the text in South Africa to the When do I complete this form? section
19.02.2010 HR101, HR120, HR121, HR122, HR124 Update
Added the following fields: Passport country of issue, Account holder relationship and Asian Ethnic Origin

Changed the layout of the Address sections

18.02.2010 R&I08 Update Updated
17.02.2010 FHS006hlp Update Updated
17.02.2010 FHS006 Update Added the question Is this a major or a minor amendment (see FHS006hlp)? with checkboxes for the options Major and Minor
17.02.2010 FHS013 Update Updated
16.02.2010 HR104 New New form for creating new organisational units and when requesting changes to existing organisational units
09.02.2010 AS006 Update Edited the fields and layout of the Authorisations section, added fields for Department and Org code
05.02.2010 MM016 Update Added Cost Centre field
01.02.2010 SD004 Update Added E-mail Address field
01.02.2010 ACA04 Update Updated
29.01.2010 Schedule of benefits - Annual corporate travel policy New New supporting document for INS02
29.01.2010 INS02 Update Updated
27.01.2010 RI14 Update Updated
25.01.2010 PG010 Update Updated
22.01.2010 AS004 Update Updated
22.01.2010 AS001 Update Updated
22.01.2010 FM032 Updated Updated
22.01.2010 FM005 Updated Updated
21.01.2010 PG001, PG002, PG009, PG011, PG014, PG015 Updated Updated
15.01.2010 DDB09 New New form to use when wishing to declare submission of a PhD thesis
15.01.2010 DDB08 New New form to use when requesting temporary confidentiality of a Doctoral Thesis
14.01.2010 SAP08 New New form to use when requesting a change to SAP Finance authorisations for existing SAP users
14.01.2010 HR186 New New form to use when UCT contributes to tertiary study fees for staff
14.01.2010 RI12 Update Updated
11.01.2010 SAP01, SAP02, SAP04 Update Updated
11.01.2010 RI26 New New form for conference travel grant applications by PASS staff
11.01.2010 RI08, RI11, RI13, RI14, RI16, RI18, RI24 Update Updated
08.01.2010 FM032 Update Updated
07.01.2010 INS02 Update Added Date of birth field
07.01.2010 FM005 Update Updated
06.01.2010 HR100c Update
  • Updated the Approval of recommendation by Delegated Authorities sections,
  • In the Details of recommended appointment section, updated the wording regarding equity targets
  • Simplified the Completing an appointment form HR100c page
06.01.2010 HR153 Update In the Personal Details section, added divorce-related fields
06.01.2010 HR201 Update Changed the font colour of the Post applied for  field to black

2009

Date Form name Change Description of change / Details of new form
17.12.2009 HR160, HR161, HR164 Update Updated
15.12.2009 FHS018 New New form to be completed by departments or units when planning to run a short course or workshop.
11.12.2009 TA01 Update Updated the office hours
11.12.2009 FHS004 Removed This form is no longer in use
11.12.2009 FHS015 Update Updated
11.12.2009 FHS013 Update Updated
25.11.2009 HR201 New New form to be used by all applicants applying for staff vacancies at UCT
25.11.2009 SAP03 Update Updated
19.11.2009 MM016 Update Updated
17.11.2009 ACA11 New New form to use when requiring approval for a new or changed Continuing Education course
12.11.2009 DDB01, DDB02 Removed These forms have been removed and replaced by DDB07
12.11.2009 DDB07 New New form to use when appointing members of the Committee of Assessors and examiners for PhD theses
12.11.2009 DDB03, DDB04, DDB05, DDB06 Update Updated
09.11.2009 TA01 Update Re-added the Cheque option
06.11.2009 HR140 Update In the Unpaid leave section: Added maximum of 15 days, if greater than 15 request special leave
06.11.2009 HR122 Update In the Examiner Details section: moved Ethnic Origin below ID or Passport No.
06.11.2009 HR121 Update
  • In the Notes section: added new note at end
  • In the Examiner Details section: standardised the Staff No (office use) field
  • On page 2: Changed heading from What other forms do I need to complete to What other forms or documents do I need to complete, and added Please ensure an invoice is attached for all foreign payments.
06.11.2009 HR120 Update
  • In the Examiner Details section: standardised Staff No (office use) field
  • Standardised Bank details to be completed for all payments
  • In the Claim Details section, removed text after Grand Total
06.11.2009 HR100a Update In the Payment Details section, added For T1 appointments of one year or more, should bonus conditions apply?
02.11.2009 TA01 Update Removed option for Cheque and inserted option for Debit Card in the Payment Authorisation Method section
28.10.2009 SD005 Update Updated the From details, inserted the Telephone No field in the Requested By section and included Head Debtors UCT/GSB in the Approved By section
27.10.2009 HR145 Update Inserted link to the Exit Questionnaire on Vula, replacing HR146
27.10.2009 HR146 Removed This form has been removed and replaced by an online Exit Questionnaire on Vula
12.10.2009 SAP03 Update Updated
30.09.2009 HR123 Update Updated
28.09.2009 HR124 Update Added Please attach a photocopy of identity or passport document in the INVIGILATOR DETAILS section
28.09.2009 HR123 Update Added Please attach a photocopy of identity or passport document in the SUPERVISOR DETAILS section
28.09.2009 HR121, HR122 Update Added Please attach a photocopy of identity or passport document in the EXAMINER DETAILS section
28.09.2009 HR120 Update Added Please attach a photocopy of identity or passport document in the EXAMINER DETAILS section on page 1 and removed LLB from the POSTGRADUATE section on page 2.
23.09.2009 FM005 Update Updated
16.09.2009 SAP03 Update Updated
14.09.2009 HR185 Update Updated
09.09.2009 SAP03 Update Updated
03.09.2009 ACA05, ACA05hlp Update Updated
03.09.2009 PS01 Update Updated
03.09.2009 HR163 Removed This form has been removed as there is now a standing committee for honorary appointments and this form no longer applies.
03.09.2009 HR150 Update
  • Updated page numbers in Investment Choice section.
  • Changed name of  Market Linked Fund  to Balanced Fund in Investment Choice section.
  • Changed "may incur a penalty" to "may incur a market value adjustment" in the Investment Choice section.
  • Included a second paragraph to the second note in the When do I complete this form? section.
21.08.2009 HR100a Update Added Any special requirements in offer to the Details of Recommended Appointment section
18.08.2009 FM005 Update Changed item 2820 to Books & Journals
05.08.2009 R&I10 Removed This form has been removed, and replaced by FHS004.
05.08.2009 HR191 Update Updated
29.07.2009 FHS002 Update Updated
24.07.2009 ACA03, ACA04, ACA06, ACA10 Update Updated the headers to reflect UCT Student System Documentation
24.07.2009 CO107 spreadsheet Update Modified the description of the ShortText column
24.07.2009 FM032 Update Updated
23.07.2009 HR100a Update Added Verification of Qualifications and Credit/Criminal Checks to the Details of Recommended Candidate section
23.07.2009 FM014 Update Updated the title to Request for journal: Multiple Entry
23.07.2009 ACA04 Update Updated
17.07.2009 FHS003 Update Updated
16.07.2009 SAP02, SAP03, SAP04 Update Changed room number from 239 to 238.6
16.07.2009 CO115, CO116 Update Changed room number from 239 to 238.6
15.07.2009 R&I24 Update Updated
15.07.2009 R&I14 Update Updated
15.07.2009 R&I13 Update Updated
14.07.2009 FM005 Update In the OPER-EXPS General Operating Expenses section, added 2365. In the REFUNDS Refunds/Transfers to Other Institutions, added 4201. In the CAP-PROJ02 AuC Settlement G/L section, added 4651, 4652, 4653, 4654, 4655, 4656. In the INSURANCES Insurances section, renamed 2660 -  and 2720.
13.07.2009 FM014 Update Updated the signature fields
01.07.2009 ACA05 and ACA05hlp Update Updated
24.06.2009 PG001 Update Updated
19.06.2009 HR191 Update Increased number of Key Performance Areas from (4-6) to (5-8)
10.06.2009 ACA04 Update Updated with change of address details
09.06.2009 FM006 Update Added 857 - INTEREST ON NO 3 PORTFOLIO and 956 - PROFIT ON SALE OF INVESTMENTS - NO 3 POR. Removed leading zeros from 0855 - INTEREST ON NO2 PORTFOLIO and 0856 - DIVIDEND ON NO2 PORTFOLIO
09.06.2009 FM005 Update Added 2506 - MANAGEMENT FEES NO 3 PORTFOLIO
09.06.2009 HR141 Update Removed the Next anniversary date field
03.06.2009 FM032 Update Change the time by which the form is required from one week to two weeks before travel
02.06.2009 HR190 Update Added E-mail address field to Requestor Details section. Reworded first line in Details of Request section. Removed Employment type from Organisational data section and changed Contract type to Employment type in the Employment data section.
02.06.2009 PPS01 Update

Changed number of Key Performance Areas from (4-6) to (5-8)

28.05.2009 FM005 Update Updated
18.05.2009 ACA06 Update Updated
12.05.2009 MM018, MM020 Update Removed Signature field
12.05.2009 FM014 Update Updated
12.05.2009 FM013 Update Updated
07.05.2009 Creditors Contact List New New list of contacts in Creditors, with their associated areas of responsibility
07.05.2009 MM020 New New form for use by purchasers and the Creditors Section when staff payment invoices are rejected
07.05.2009 MM018 Update Changed the form to include only trade and one time vendor information. For staff information, please use MM020
05.05.2009 HR190 Update Redesigned form, inserted fields for online completion of the form
05.05.2009 HR125 Update Revised to accommodate Council members. The help section has been updated to clarify pro-rata and retrospective application
05.05.2009 HR101 Update Amended layout and fonts
24.04.2009 FM005 Update Amended the description for 1846. Added new GL account's 1605 and 1603.
24.04.2009 ACA10 New New form to use when requesting out of hours support for a student or related system.
23.04.2009 PG010 Update Included form fields for online completion of the form
15.04.2009 RI23 Removed This form has been removed. Please use FHS003.
15.04.2009 FHS003 Update Renamed section 21 to ANIMAL WELFARE
15.04.2009 HR105 Update Added Additional salary to the Type of Payment section
02.04.2009 HR200 New New form to use when a Line Manager wishes to advertise a vacancy.
26.03.2009 PG009 Update Updated
26.03.2009 PG010 Update Updated
26.03.2009 PG011 Update Updated
26.03.2009 SAP02 Update Updated the address to SLS Team, Room 3.67 Kramer Building and the e-mail address to sap@uct.ac.za
26.03.2009 SAP01, SAP04 Update Updated the old format e-mail address to sap@uct.ac.za
25.03.2009 SAP03 Update Updated the address to SLS Team, Room 3.67 Kramer Building and the e-mail address to sap@uct.ac.za
23.03.2009 FM033 New New form to use when clearing an advance that you requested previously.
23.03.2009 FM032 Update Updated
23.03.2009 FM031 Update Updated
17.03.2009 SAP07 Update Amended layout and added Microsoft Word form fields
13.03.2009 ACA04 Update Updated
10.03.2009 PPS01 Update Removed restriction on row heights to allow for additional information to be entered electronically if necessary.
10.03.2009 AS004 Update Updated
10.03.2009 AS001 Update Updated
03.03.2009 FM049 Update Increased S&T: maximum* daily rate allowed for meals and incidentals to R260.00 and increased S&T: maximum* daily rate for incidentals to R80.00
03.03.2009 FM032 Update Increased the allowed MAXIMUM daily rate to R80.00 for incidental costs only or R260 for meals and incidentals and US$215 for travel outside the Republic
27.02.2009 ACA05hlp Update Updated
27.02.2009 HR124 Update Changed fund from 004533 to 232065
27.02.2009 HR122 Update The payment amount for South African examiners for PhD theses has changed to R3000 (previously R1000).
27.02.2009 HR121 Update Updated fund and claim amounts
27.02.2009 HR120 Update Changed fund from 004791 to 232055
27.02.2009 SAP07 Update Removed sections Tracking details and Transport request information. Revised and improved sections Submission details and SAP HR system evaluation.
26.02.2009 FHS017 New New form to use when you need to submit an annual progress and study closure report to the HREC
25.02.2009 FHS016hlp New New help document to accompany FHS016
25.02.2009 FHS016 New New form to use when you need to submit an annual progress report to the HREC
25.02.2009 ACA05 Update Updated
24.02.2009 FHS015hlp New New help document to accompany FHS015.
24.02.2009 FHS015 New New form to use when you need to complete section C of a new protocol application
24.02.2009 FHS014 New New document with pointers on preparing  a synopsis (section B). Note: this is not a form in itself.
24.02.2009 FHS013hlp New New help document to accompany FHS013
24.02.2009 FHS013 New New form to use when applying for a new protocol - Section A
23.02.2009 FHS012 New New form to use when you need to report major protocol exceptions
23.02.2009 FHS011hlp New New help document to accompany FHS011
23.02.2009 FHS011 New New form to use when you need to report major protocol violations
23.02.2009 HR105 Update Changed reference to HR100 to read HR100a
23.02.2009 HR190 Update Removed change tracking from the form to ease online completion of the form
18.02.2009 FHS010 New New form to use when you wish to close a study
18.02.2009 FHS009 New New form to use to summarise and submit an updated Investigator Brochure (except if accompanying a new protocol application), Safety Information or Publication, an Audit Report (with significant findings) or a Hold on Activity.
17.02.2009 FHS008hlp New New help document to accompany FHS008
17.02.2009 FHS008 New New form to use when reporting an Internal Adverse Event or Unanticipated Problem with an active protocol
16.02.2009 FHS007 New New form to use when making staff changes to a protocol approved by the Human Research Ethics Committee
16.02.2009 FHS006hlp New New help document to accompany FHS006 and FHS007
16.02.2009 FHS006 New New form to use when making changes to a protocol approved by the Human Research Ethics Committee
10.02.2009 BAS03, BAS03hlp, BAS06, BAS07, BAS08 Updated Updated
09.02.2009 HR166 Removed Removed
09.02.2009 HR143 Update Changed form title to Study and Research Leave Report Cover Sheet
09.02.2009 HR171 Update Changed form title to Performance Improvement Plan (PIP) review
02.02.2009 FHS004 Update
In Section E, point 19.1: changed Ethics review levy to R9000.00 excluding vat

In Section G, point 2: changed text to refer to Declaration of Helsinki (Seoul version 2008)

30.01.2009 All forms in HR section, PPS01 Update Changed style of header on all forms
30.01.2009 HR190 Update Changed form title to HR Information Request
30.01.2009 HR175 Update In the Notes section, corrected hyperlink in second bullet
30.01.2009 HR150 Update In the For office use section: Last line - added Social Insurance and shortened infotype 150 to IT150
30.01.2009 HR146 Update Removed Sabie Surtee's name and contact details, forms to be sent to HR Administration
30.01.2009 HR145 Update Corrected hyperlinks to HR146 and HR153
30.01.2009 HR103 Update Removed HR101 (personal details) from form
30.01.2009 R&I09 Update Updated
29.01.2009 HR141 Update Updated
26.01.2009 HR144 Update Changed Benefits Officer to Payroll Officer, and changed Room 122 to Room 123
26.01.2009 BAS06 Update Updated SLS team's address to Room 242, Bremner building.
26.01.2009 SAP04 Update Added fax number (021) 650 4897
26.01.2009 R&I08, R&I11, R&I12, R&I13, R&I14, R&I16, R&I18, R&I24 Update Updated for 2009
08.01.2009 HR121 Update Removed options Tick for payment via bank transfer and Tick for payment by cheque
08.01.2009 HR120 Update Amended Bank details to be completed by options
07.01.2009 PG001, PG002, PG014, PG015 Update Updated for 2009
06.01.2009 MM016 Update Updated the hyperlink to Overview: Emergency purchase orders

2008

Date Form name Change Description of change / Details of new form
12.12.2008 FM005 Update Amended the descriptions for 3590, 4320, 4360
12.12.2008 FM050 Update Added the option Petty Cash
11.12.2008 FM045 Update Updated e-mail address
11.12.2008 FM052 New New form to use when you need a UCT cheque for a student prize or award.
11.12.2008 FM005 Update Removed a duplicate instance of 1831 UNDER GRAD LOANS
04.12.2008 FHS002 Update Updated
04.12.2008 FHS005 New New form to use when making minor amendment(s) to a previously approved study by Animal Ethics Committee
25.11.2008 FHS004 New New form to use when applying for ethics approval permission to perform medical research
25.11.2008 FHS003 New New form to use when applying for ethics approval to perform testing on animals
25.11.2008 FHS002 New New form to use when applying for/receiving funding, such as contracts related to research activities.
11.12.2008 MM002 Update Updated address to Room 1.14, 2 Rhodes Avenue
04.11.2008 FM048 Update Changed the room number to 3.35.2
04.11.2008 SAP02, SAP03 Update Changed room number from 238.6 to 239
04.11.2008 FM032 Update Changed one week to two weeks, and included a note that the form must reach Creditors 10 days before required
04.11.2008 FM037 Remove Removed
04.11.2008 SAP01, SAP05, SD003, SD004,  MM008, MM018, MM019, FM030, FM034, FM040, FM041, FM045, FM046, FM049, FM050 Update Changed the address to 2 Rhodes Ave, Mowbray
29.10.2008 HS03 New New form to use when applying to attend a course offered by the Safety, Health and Environment Department
27.10.2008 AS001 and AS001hlp Update Updated AST001 hyperlink on both AS001 and AS001hlp, removed sections 3 and 4 on AS001hlp
23.10.2008 HS01 Update Updated
20.10.2008 SAP04 Update Updated room number to 239
20.10.2008 SAP02, SAP03 Update Updated fax number to (021) 650 4897
17.10.2008 PG014 Update Updated
15.10.2008 All affected forms Update In line with the new e-mail address format and UCT logo,  updated all forms with outdated UCT logos and e-mail addresses.
15.10.2008 TA01 Update Updated
14.10.2008 FHS001 New New form to use when you are applying for/receiving funding, such as contracts related to non-research activities.
14.10.2008 FHS section New Created new section Health Sciences Faculty (FHS)
14.10.2008 HR153 Update Updated
09.10.2008 RI08 Update Updated
06.10.2008 FM030, FM031, FM032, FM045, FM049 Update Updated the When to use section corresponding to each of these forms on the Administrative Forms web page
03.10.2008 HR124 Update Updated
03.10.2008 HR120 Update Updated
29.09.2008 FM005 Update Updated
18.09.2008  PPS01 Move Renamed form HR192 and moved it to the new section Personal Performance Systems
18.09.2008 PPS section New Created new section Personal Performance Systems (PPS)
18.09.2008 Administrative Forms web page Update Repeated column headings for every section on the page to help users with navigation.
16.09.2008 MM019 New New form to use when there are any changes to a purchasing card holder’s personal or departmental details.
16.09.2008 CD007 Update Added the Project Category section
08.09.2008 HR192 Update Updated
02.09.2008 FM051 New New form to use for electronic transfer requests for Third Party payments
13.08.2008 FM013, FM014 Update Updated the SAP Document no. from 9500 to 9501
07.08.2008 ACA05hlp Update Updated
05.08.2008 ACA03 Update Updated form with instructions that student bank account details are to be maintained via Student Self Service and that ACA03 is only for emergency use.
29.07.2008 MM018 New New form to be used by purchasers and the Creditors Section when invoices are rejected.
18.07.2008 FM049 Update Updated and changed the When to use this form description on the Administrative Forms web page to read When you want to reimburse external parties for expenses which they have incurred on behalf of UCT.
18.07.2008 FM045 Update Updated and changed the Form Title on the Administrative Forms web page to read Claim for reimbursement (UCT internal)
15.07.2008 RI24 Update Updated
09.07.2008 PG001 Update Updated
08.07.2008 HR100c Update Updated
08.07.2008 RI17 Remove Removed this form, as the funding category no longer exists.
19.06.2008 RI13 Update Updated
17.06.2008 FM034 Update Corrected hyperlinks: Working with petty cash floats, Collecting petty cash floats and reimbursements.
10.06.2008 BAS08 Update Added Approvals section
05.06.2008 PG016 Update Removed link to this form from the UCT Administrative Forms web page, due to the deadline for submissions closing.
02.06.2008 FM006 Update In the INVESTMNTS Investment Income section, added 0855 INTEREST ON NO2 PORTFOLIO and 0856 DIVIDEND ON NO2 PORTFOLIO
02.06.2008 FM005 Update In the OPER-EXPS General Operating Expenses section, added 2505 MANAGEMENT FEES NO 2 PORTFOLIO
30.05.2008 DAD section Update Renamed the title of the Communication & Development section to read Department of Alumni & Development
26.05.2008 FM042 Update Updated
26.05.2008 FM032 Update Updated
16.05.2008 HR192 New New form for the Personal Performance Development of Professional, Administration and Support Staff (PASS)
15.05.2008 MM002 Update Edited the location to where completed MM002 forms should be sent
15.05.2008 ACA06 Update Edited Instructions
09.05.2008 FM005 Update Corrected spelling of commitment item/general ledger names
05.05.2008 FM049 Update Updated
05.05.2008 FM030 Update Updated
25.04.2008 HR124 Update Updated
23.04.2008 RI08 Update Updated
21.04.2008 MM017 New New form to use for domestic TNT courier collection from addresses outside UCT
21.04.2008 MM007 Update Updated
14.04.2008 PG017 New New form for applying for University Research Committee (URC) Postdoctoral Fellowships in 2009
14.04.2008 PG016 New New form for applying for the Vice-Chancellor’s Postdoctoral Fellowship Programme in 2008 
07.04.2008 PG014, PG015 Update Included fields for online user data entry
17.03.2008 CO115HLP, CO116HLP Update Updated to mirror the changes in CO115 and CO116 respectively.
17.03.2008 FM030HLP Update Removed Claims of more than R500 for ONE trip must be substantiated by petrol vouchers.
14.03.2008 HR190 Update Inserted Labels under the File type of report (tick) area
14.03.2008 CO115, CO116 Update Updated
14.03.2008 PG001 Update Updated
10.03.2008 EBE01, EBE02 Update Updated e-mail address to gita.velodia@uct.ac.za 
06.03.2008 PG002 Reinstated This form was deemed obsolete in December 2007, but has now been reinstated.
05.03.2008 RI20 Update Updated
29.02.2008 MM006 Remove MM006 replaced with new form: FM050
29.02.2008 FM050 New New form to use when there is no supporting documentation available for various transactions, e.g. P-card, Advances, S&T
19.02.2008 MM008 Update Included hyperlink to Procedure: Purchasing from Makro
19.02.2008 FM049 New New form to use when you want to reimburse an external party (non UCT staff/student) for expenses which they have incurred on behalf of UCT.
19.02.2008 FM045 Update Updated
19.02.2008 CO103, CO104 Update Updated
11.02.2008 PG009, PG010 Update Updated
11.02.2008 RI16 Update Updated
11.02.2008 RI08, RI13, RI14, RI24 Update On each form: Removed the note about the dates being provisional
11.02.2008 BAS08 New

New form for renewing an existing third party, updating personal details or changing access requirements.

11.02.2008 BAS07 New

New form to use when:

  • either registering a new third party who is an employee of a UCT contractor, and apply for access to UCT resources,

  •  or, for an existing third party who is an employee of a UCT contractor: updating contact details, or renewing or extending access.

11.02.2008 BAS03, BAS03HLP, BAS06 Update Updated
06.02.2008 HR190 Update Replaced HRIS with HRSSO, and replaced David Beukes or Verity Japhta with Linda Jones
04.02.2008 FM005 Update Updated
04.02.2008 RI08, RI11, RI13, RI14, RI24 Update Updated
25.01.2008 HR120 Update Added the Faculty Office approval of appointment and DC Number fields
23.01.2008 HR101 Update Updated the Completing a Personal Details Form section
23.01.2008 HR100a, HR100b, HR100c, HR102, HR105, HR106, HR107, HR109, HR115,  Update Added a field for Real Internal Order to each form
11.01.2008 MM010 Update

Added instructions under the heading Emergency purchasing services

2007

Date Form name Change Description of change / Details of new form
21.12.2007 PG002 Removed This form is obsolete. Awards previously handled via PG002 are now processed by the department on PeopleSoft.
11.12.2007 PG015 New New form to be used for Departmental, NRF grantholder linked and NRF SARChl fellowships
11.12.2007 PG014 New New form to be used for NRF freestanding, NRF innovation, NRF scarce skills, MRC, Claude Leon and URC postdoctoral fellowships
11.12.2007 PG005, PG006, PG012, PG013 Removed These forms have been replaced with PG014
11.12.2007 PG003, PG004, PG007, PG008 Removed These forms have been replaced with PG015
30.11.2007 HR120, HR121, HR122 Update Updated
08.11.2007 PG008 Update Updated
08.11.2007 PG003 Update Updated
08.11.2007 PG001 Update Updated
08.11.2007 HR152 Update Changed the second option under Additional contribution as a % of annual deemed pensionable amount from 5.34 to 5.33
08.11.2007 HR102 Update Included New Personal Title in the Ad Hominem Promotion section.
29.10.2007 HR134 Update Updated
12.10.2007 HR121 Update Updated
12.10.2007 FM045, FM030 Update Updated the e-mail address: Fnd-Purch@uct.ac.za
06.09.2007 Overseas travel insurance summary New Added a hyperlink to the Overseas travel insurance summary in the INS02 section
20.08.2007 INS02 New New form to use when applying for overseas travel insurance
02.08.2007 AS006 Update Added additional authorisations information
02.08.2007 SAP03 Update Updated the Management Agreement section
31.07.2007 AS006 Update Added We authorise the Fixed Asset Section to retire without revenue assets identified as either B or C on the attached asset count sheets.
25.07.2007 HR141 Update Study Travel Grant maximum amounts have increased.
24.07.2007 R&I09 Update Updated
12.07.2007 PG001 Update Updated
04.07.2007 SAP03 Update Updated
04.07.2007 HR101 Update In the Personal Details section, added fields relating to citizenship, and updated the Employment Equity Details section
29.06.2007 AS006 Update Changed Faculty/Service Area to Faculty/PASS Finance Manager, added corresponding Signed and Date fields.
21.06.2007 SCI001, SCI002 New New forms for application and renewal of clearance to use sentient animals for a research study, or for teaching/training
21.06.2007 SAP01, SAP02, SAP04 Update Updated with the SAP access policy.
06.06.2007 HR130, HR131, HR132, HR133, HR135 Removed Removed forms due to closure of all new staff loans
17.05.2007 HR185a New New form for applying to attend the Khuluma workshop
17.05.2007 MM001 Removed Removed as form is no longer in use
14.05.2007 R&I13 Update Updated
14.05.2007 R&I08 Update Changed the second meeting date for the UEC
07.05.2007 PG012 Update Updated
07.05.2007 AS001 Update In section 1.2.1, added enter only one fund as a note next to FUND to be debited
26.04.2007 PS01 Update Updated
18.04.2007 PG003 Update Updated
12.04.2007 ACA05, ACA05HLP New New form and associated help document for applications for approval of new or changed courses
12.04.2007 ACA06 Update Updated
10.04.2007 R&I13 Update In the Purpose section, the word employment was replaced with the word affiliated.
05.04.2007 PG002, PG003, PG090, PG010, PG011 Update Updated
03.04.2007 HR130 Update Updated the Relevant financial details section
03.04.2007 EBE02 Update Updated
28.03.2007 PG002, PG003, PG009, PG010 and PG011 Unavailable while under revision Note: These forms are under revision. Please contact the Postgraduate Funding Office on X2141 for more information. These forms will be uploaded shortly.
19.03.2007 CD002, CD003, CD004 and CD005 Removed Replaced by combined Donation Processing form to streamline the pledge and donations process
19.03.2007 CD007 New Donation Processing form, a combined form, which replaces the previous CD002, CD003, CD004 and CD005 forms.
05.03.2007 FM032 Update Updated due to budget changes
22.02.2007 R&I11 Update Updated
21.02.2007 R&I18 Update Updated
20.02.2007 HR111 Update Updated the formula in the When do I complete this form section
16.02.2007 ACA04 Update Changed the address on the form
14.02.2007 RI13, RI14 Update Updated
12.02.2007 SAP02, SAP03 Update Changed the SLS team's room number to 3.67 on both forms
08.02.2007 MM009 Update Updated
22.01.2007 HR186 Removed Removed this form
22.01.2007 R&I25 New New form to be used when reporting on project progress and outcomes following the receipt of Stimulation Grant Funding
22.01.2007 R&I24 New New form to be used when applying for a short course research visit/ short course grant
22.01.2007 R&I08, R&I11, R&I13, R&I14, R&I15, R&I16, R&I17, R&I18, R&I21, R&I22 Update Forms updated for 2007
09.01.2007 BAS06 New New form for third party system administrator applications
03.01.2007 MM016 Update Updated phone numbers for the UCT Purchasing Office

2006

Date Form name Change Description of change / Details of new form
20.12.2006 SAP07, SAP07hlp New New change request form for a system change on SAP Human Resources (SAP HR), and its supporting help document
15.12.2006 HR175 Updated Updated
08.12.2006 FM034 Updated Updated
24.11.2006 BAS03hlp New New help for the BAS03 form used for applying for the registration of Third Party identification and associated access to UCT resources.
23.11.2006 MM016 New New form for emergency purchase orders only
23.11.2006 MM015 New New form to be submitted in lieu of the supporting document when processing transactions to the cardholder's default fund
23.11.2006 SAP06 Updated Updated
23.11.2006 ACA06 New New form to use when adding a person record to PeopleSoft
23.11.2006 ACA04 Updated Updated
14.11.2006 SD001 Updated Removed all checkboxes except for Miscellaneous, in the Finance Officer section.
08.11.2006 FM006 Updated Updated entries numbered 325 and 326.
25.10.2006 BAS03 Updated Updated
20.10.2006 SD001, SD002, SD001hlp, SD003hlp Updated Updated
17.10.2006 FM030 and FM045 Updated Revised, reformatted and updated
09.10.2006 BAS03 Updated Revised and updated in line with requirements for upcoming Third Party System to be released later this year.
09.10.2006 HR110 Updated Updated
28.09.2006 ACA03 Updated Added Academic Career and Academic Year fields to the Student Information section.
11.09.2006 HR102, HR120, HR121, HR122 Updated Updated
11.09.2006 MM006 Updated Added Finance manager signature field
11.09.2006 FM040 Updated Resized various fields, and renamed Print to Name in the Information Provided by section
29.08.2006 FM030 Updated Changed the effective date to 1 September 2006, and updated the Rates per km for motor vehicles and motorcycles
23.08.2006 HR105 Updated Removed comments
14.08.2006 HR100a, HR100c, HR102 Updated Updated
04.08.2006 EBE01 Updated Added E-mail the completed form to section, added Proposed by and Date fields, and made other minor changes
01.08.2006 HR100a, HR100b Updated Removed checkboxes from both forms
01.08.2006 ACA03 Updated Added Instructions and Contact details for submission sections
31.07.2006 HR125 Updated In the Student section, added the Identity Number field, and notes that certified identity documents and birth certificates should be attached for children
26.07.2006 HR100c New New form to be used by Staff Recruitment & Selection Office, and by departments processing T2 and T3 research (academic) appointments only
26.07.2006 HR151 Updated Updated
26.07.2006 HR155 Updated Updated
19.07.2006 TA01 Updated Removed COE option from the Payment Method Authorisation section
18.07.2006 HR101 Updated Added Known As field in the Personal Details section. Updated the Employment Equity section. Made some layout changes.
13.07.2006 TA02 New

New form to use when adding an additional vehicle to a current disc or if changing vehicle details.

13.07.2006 TA01 Updated Added office hours in the Instructions section, and removed last year's date
04.07.2006 CO103, CO107, CO103HLP, CO107HLP Updated Included a link to the relevant spreadsheet for use when more than five requests are made.
22.06.2006 SD006, SD007 Updated Included a date field in the Fund Holder (or nominee) section of each form
21.06.2006 SAP06 Updated Updated the form with a link to the new ACA04 form
21.06.2006 ACA04 New New form to use when making a development request for Integrated Student Information Systems (ISIS) such as:
PeopleSoft, Residential Management System (RMS), Syllabus plus, Image Now etc.
12.06.2006 FM006 Updated In the Commitment Item: Investment Income section, added G/L acc code 893 Interest on Trade Debtors
07.06.2006 HR100a Updated In the Recommendation section: Removed COE field, separated Title and Name fields, and added First Name field.
In the Appointment section: Removed the Surname and First Name/s fields.
Made minor wording changes throughout the form.
06.06.2006 HR100b Updated Changed the text below the form name to read: for department use – students in roles linked to their studentship
05.06.2006 MM014 New New form to use when needing to change purchasing card profile limits for reasons other than travel budgets.
05.06.2006 EBE02 Updated Added the Faculty Office Manager e-mail address for sending. In section B, removed the signature field for Head of Dept, Proposer and Course Convenor as well as other minor changes.
31.05.2006 HR100a, HR100b New New Appointment forms to replace HR100. Please see the UCT Administrative Forms web page for when to use each of these new forms.
31.05.2006 HR100 Removed Removed HR100 and replaced with HR100a and HR100b, as described in the line above.
24.05.2006 CO107 Updated Increased the width of the 3c - All other RIOs, DESCRIPTION field to accommodate 40 characters.
23.05.2006 SD001, SD002 Updated Increased the width of the Fund column in both forms.
23.05.2006 SD006 New New form for UCT Research invoice requisitions.
23.05.2006 SD007 New New form for UCT Research receipt requisitions.
04.05.2006 EBE02 Updated Added provide Handbook entry to the Course Contents section, and removed the Course Outline section at the bottom of page one
24.04.2006 R&I23 New New Research Ethics Committee application for clearance to use sentient animals for a research study, or for teaching/training
24.04.2006 FM006 Updated New revenue GL added to Commitment Item INT FEES: 393 SSA COURSE DIFFERENTIAL.
24.04.2006 CO116 Updated Updated
13.04.2006 HR104 Removed Removed until further notice
13.04.2006 HR102, HR108 Updated Updated
07.04.2006 FM030 Updated Removed the note stating that petrol vouchers are required if the claim is for more than R500. This is in line with a change in the Mileage Policy (PAY004).
07.04.2006 CD001, CD002, CD003, CD004, CD005, CD006 Updated Updated to reflect the name changes and division
of the communications department (previously known as DCD).
03.04.2006 HR147 New New form to be completed by line management when the payout of leave is necessary.
03.04.2006 HR104 New New form to accompany all T1, T2, paid-on-claim and ad hoc appointments (excluding students in teaching roles and those handled by the Staff Recruitment & Selection Office).
03.04.2006 HR100 Updated Removed HR101and letters. The letters are now available separately in the HR100 row on the Administrative Forms web page.
03.04.2006 HR101 Updated Updated
16.03.2006 FM046 Updated Changed name to Purchasing card travel form. Reformatted and redesigned form. Divided it into two sections for submission before trip (Section A) and after trip (Section B).
08.03.2006 SD001 Updated In Finance officer section, included S&C (Spend and Claim) and CT (Clinical Trial) options. In Invoice details section, replaced Levy with Overhead %.
06.03.2006 HR123 Updated The total amounts in the Claim Details section have been updated.
22.02.2006 HR125 Updated Updated
17.02.2006 R&I12 Updated Updated for 2006
17.02.2006 R&I14 Updated Important note: The closing date has
changed to Friday, 3 March 2006
15.02.2006 R&I20 Updated Updated for 2006
10.02.2006 HR160, HR161, HR164 Updated Updated
10.02.2006 HR186 New New Training and Development form
27.01.2006 FM005, FM006 Updated Updated
25.01.2006 PS01 Update Updated course information in the Training registration section.
19.01.2006 SD001 and SD002 Updated Removed "Contract type" section, added "Levy" column in the "Invoice Details" section, added "Invoice number" field and changed to landscape layout.
11.01.2006 MM010 Updated Added "excl. VAT" under the heading "Maximum price OR Quoted price" in the "B ITEM DETAILS" section.
06.01.2006 FM005 and FM006 Updated Updated
05.01.2006 ACA03 New New Academic Administration form to be used when capturing student bank account details on
PeopleSoft.
03.01.2006 ACA01 and ACA02 Removed Removed both forms

2005

Date Form name Change Description of change / Details of new form
23.12.2005 SD001 and SD002 Update Revised and reformatted
23.12.2005 FM005 and FM006 Update G/L 75 added to FM006 (Revenue) and G/Ls 4205 and 4206 added to FM005 (Expenses). The name of the  commitment item changed for Refunds.
08.12.2005 HR176 Update "Probation review on" field removed from header.
07.12.2005 R&I21, R&I22 New New URC Funding forms:
R&I21 -
URC Emergency repairs to equipment
R&I22 - URC Short research visit / course report
07.12.2005 R&I08, R&I11, R&I13, R&I14, R&I15, R&I16, R&I17, R&I18 Update URC Funding forms updated for 2006.
02.12.2005 HR143 Update Added a "PGWC (HEAD OF HEALTH) / NHLS" section.
02.12.2005 HR141 Update Personal details section updated with Appointment confirmation, and Joint Medical staff fields added.
01.12.2005 TA01 Update Added a "For office use only block" at the top of the form.
28.11.2005 HR185 Update Removed Personal Leadership option and added note about one form per course, both in Course Details section.
15.11.2005 SAP02, SAP03, SAP04 Update Sign off section changed from S&P Admin to Course Administrator.
25.10.2005 SAP02, SAP03 Update

Send these forms to the Rm. 238.6, Bremner Building, Fax 650 5124 when applying for training and call
650 2111 for all training queries.

25.10.2005 TA01 Update

Red bays must be approved by the Space & Allocation Committee not the Traffic Committee.

21.10.2005 TA01 New

New form for renewing/applying for a staff parking disc.

01.10.2005 SD002 Updated References to donations and 18A tax certificate were removed. Note: This form is no longer used for donations.
01.10.2005 AS001 Update The "When to use" section has been updated. The form has also been updated to include donations.
01.10.2005 AS002 Deleted Note: Use AS001 and CD006 instead of this form.
01.10.2005 CD001 - CD006 New 6 new Communications and Development (CD) forms are now available from the forms list. See the CD section for names of forms and when to use them.
01.10.2005 DCD01 Replaced This form has been replaced with CD001. The section name has also changed from Dept. of Communications and Development to Communications and Development.
30.09.2005 FM005 and FM006 Update G/L 75 added to FM006 (Revenue) and G/Ls 4205 and 4206 added to FM005 (Expenses). The name of the  commitment item changed for Refunds.
22.09.2005 FM030 Update Updated the mileage reimbursement rates for 2005.
21.09.2005 EBE02 Update Updated various fields in this form.
19.09.2005 R&I09 Update Updated the contact details on this form.
16.09.2005 All DDB forms Update Serious error in all DDB forms was corrected.
05.09.2005 FM047, FM048 New New forms for petty cash reimbursement and petty cash signatory verification.
31.08.2005 PS01 Update Updated course information in the Training registration section: Course ENR101 will now run for 4 x 1/2 days.
25.08.2005 SAP02, SAP03, SAP04, SAP06 Update Replaced old name "S&P office" with new office name "Systems Liaison Services Team".
23.08.2005 R&I20 Update This form has been made temporarily unavailable while under revision.
12.08.2005 HR120, HR121 Update Updated form submission details in the built-in help.
11.08.2005 AS001, AS004 Update Updated and restructured
11.08.2005 HR150, HR152 Update Updated
11.08.2005 HR191 New This form serves as a template for the writing of job descriptions.
04.08.2005 FM006 Update Updated the revenue commitment item/general ledger account hierarchy.
03.08.2005 EBE02 Update Added an extra block for the Course Code and have decreased the maximum number of characters in the Course Title field to 30.
15.07.2005 HR174 Update Corrected the link to the UCT policy on performance leadership on the Human Resources website.
01.07.2005 PS01 New UCT Student Information System (PeopleSoft) user take-on application form and registration form for training.
21.06.2005 HR135 New Personal loan form to be used when applying for a personal loan to purchase a motor vehicle
10.06.2005 R&I08, R&I09, R&I13, R&I14 Update Added "no late or retrospective applications will be accepted" to these forms.
08.06.2005 SAP01 Update In section F: Management Agreement changed Area Finance Manager to Faculty Finance manager.
01.06.2005 DCD001 Replaced Replaced the DCD01 form with the new DCD001 form .
17.05.2005 FM005 Update Updated the expenses commitment item/general ledger account hierarchy.
26.04.2005 SAP01, SAP02, SAP03,  SAP04 Update Added the following note below Instructions section: ICTS SAP R/3 inactive user expiry policy: Any existing users who have not logged onto SAP R/3 in the last 3 months will be expired. Contact sap@its.uct.ac.za if you need to be unexpired.
21.04.2005 FM005, FM006 Update Updated the expenses and revenue commitment item/general ledger account hierarchies.
15.04.2005 PG010, PG011 Update Updated the submission dates to 30 June 2005.
15.04.2005 PG009 Update Added a Purpose section to the form and updated it for 2005.
06.04.2005 FM032 Update Changed the allowed daily rate to R60 for incidental costs only and to R196 for meals and incidentals. Rate change was effective from the 1st of April 2005.
31.03.2005 HR143 Update Added following note in brackets "including, for EBE Faculty staff, confirmation that the seminar has been given" after Comments under Head of Department section.
23.03.2005 HR141 Update The second point of the Notes section has been updated: "Please submit a report within 1 month of your return from leave, failing which any application for study and research (S&R) or contact leave will not be considered."
17.03.2005 R&I20 Update Updated for 2005
22.02.2005 CO103 Update Removed company code field, reduced form to one page.
16.02.2005 MM010 Update Section D - Processing details was added to this form.
14.02.2005 HR109 Update This form was fully revised to be in line with the new UCT cell phone policy - GEN004.
14.02.2005 FM041 Update This form was fully revised to be in line with the new UCT cell phone policy - GEN004.
14.02.2005 FM042 Deleted This form was deleted due to the new UCT cell phone policy - GEN004. Please refer to HR109 in future.
11.02.2005 FM018 and FM019 New Used by the Creditors department for processing a credit memo or a debit memo without reference to a purchase order.
11.02.2005 AS001 Update Formatting changes, checkboxes added in section 1.1, Asset types.
09.02.2005 R&I09 Update The note on pg 3 under Financial Details now indicates that a copy of the invoice is required and not the original.
04.02.2005 EBE04 New This for is used when you want to apply for an academic concession.
01.02.2005 R&I08, R&I09, R&111, R&I13, R&I14, R&I16, R&I17, R&I18 Updated Please note that the URC Funding forms have been updated for 2005. The new forms are now available.
26.01.2005 FM005 Updated 2 new G/L accounts have been added to this list: 4601 and 4611
21.01.2005 R&I08, R&I09, R&111, R&I13 VLF, R&I14 VSF, R&I16, R&I17, R&I18 UEC Updated Please note that the URC Funding forms are being updated for 2005. The new forms will be available shortly. In the interim kindly contact Vanessa Thomas vthomas@bremner.uct.ac.za or Colleen Windvogel
cwindvog@bremner.uct.ac.za for the relevant forms. We thank you for your patience.
10.01.2005 HR180 - HR185 Updated The Education Assistance scheme has been renamed Staff Education Assistance scheme.

2004

Date Form name Change Description of change / Details of new form
14.12.2004 MM006 New A UCT Purchasing Card missing supporting document form.
14.12.2004 R&I12 New - contacts list A list of contact persons for URC block grant departmental application forms replaces the original form. Departments listed are: CHED, COM, EBE, HLTH SCI, HUM, LAW, SCI.
13.12.2004 BAS03 Updated Various formatting changes. 
13.12.2004 DCD01 Updated A 'Project' field has been added to the first section. 
13.12.2004 INS01 Updated The address has been updated.
07.12.2004 FM005 and FM006 Updated These forms listing commitment item/general ledger account hierarchies for revenue and expenses have been fully reformatted and updated.
01.12.2004 HR161 Updated In the Membership committee section the Ex officio list has been expanded. The PGWC reps field has changed to PGWC/NHLS Reps.
25.11.2004 R&I12 and R&I12hlp Deleted The URC block grant application form has been discontinued. Please contact the relevant person in your Faculty for Faculty-specific forms.
24.11.2004 CO107 Update In Section C added RIO Group Maintained (name and date) field. 
23.11.2004 AS001 and AS001hlp Update In Section 1.1.1 (Description of asset) added Asset types and removed Asset super no. and Standard asset description 1 fields. In Section 1.1.2 (Purchase details) changed the amount to exclude VAT. Below Section 2 added "Assets office to fax purchase order to vendor and e-mail details to department."
27.10.2004 SAP01 and SAP02 Update Added the following note under Section D: 'By signing this form you acknowledge that you’re aware of the funds the applicant will receive access to via the fund centre/s requested. To check the funds included in the specified funds centre/s, please print a Fund Attribute report before authorising.'
22.10.2004 HR100 Update Highlighted the difference between the Ad-hoc and paid-on-claim appointment letters and added the following note to both: "It should NOT be used for T1 appointments."
13.10.2004 AS006 Update Added a note to send the completed count sheet and the signed AS006 form to the Faculty Office and not the Assets Office.
20.09.2004 HR140 Update Several changes in various sections.
09.09.2004 HR140 Update Changed 'Academic? Y/N' to 'Academic or PASS?'.
09.09.2004 HR100 Update Added 'added a sample Paid-on-Claim letter of appointment and a brief explanation to the Ad Hoc letter.
09.09.2004 HR102 Update Added 'Job Evaluation Upgrade' as a reason for change.
09.09.2004 HR190 New This form is used to request data from the HR and/or Payroll database for the creation of either special reports or labels.
09.09.2004 HR190 New This form is used to request data from the HR and/or Payroll database for the creation of either special reports or labels.
09.09.2004 SAP01 Updated Complete revision of form 'SAP01 - R/3 Purchasing User'.
31.08.2004 HR161 Updated 'PGWC reps' field added under membership details and 'Faculty EEC members' changed to 'Faculty EEC reps'.
31.08.2004 HR103 Updated Form 'HR101- Personal Details' added at the bottom of the form since the two forms need to be completed simultaneously.
31.08.2004 HR145 Updated SAP R/3 section added.
31.08.2004 HR102 Updated SAP R/3 section added.
31.08.2004 FM032 Updated The allowed daily rate in section 'B Allowance' has changed to "R53 for incidental costs only or R173 for meals and incidentals and $190 for travel outside the Republic".
20.08.2004 FM030 Updated With effect from the 1st August 2004 the motor vehicle and motorcycle rates have increased to 185 and 130 cents respectively. 
13.08.2004 EBE02 Updated In the first paragraph 'EBE course credits' has been changed to 'SAQA course credits'.
22.07.2004 R&I08, R&I08hlp, R&I13, R&I13.hlp, R&I14, R&I14.hlp Updated The dates in these forms have been updated.
16.07.2004 HR162 Deleted The EBE faculty should now use form HR160 for selection committee appointments.
16.07.2004 HR160, HR161, HR164 Updated These forms have been updated with various minor changes.
18.06.2004 HR146 Updated The two middle pages were removed from the questionaire.
11.06.2004 HR144 New Financial Checklist for employees applying for leave without pay.
11.06.2004 HR166 New Form for appointing a selection committee to consider a distinguished professorship
11.06.2004 HR100-HR102, HR105-HR111, HR130-HR133, HR140 Updated Various amendments and additions to this list of 14 HR forms.
03.06.2004 FM042 Updated Corrupted form replaced with clean version.
25.05.2004 R&I08, R&I08hlp Updated Signature fields added at end of the form and name of Grants Manager updated to Vanessa Thomas.
25.05.2004 R&I11 Updated Signature fields added at end of the form and name of Grants Manager updated to Vanessa Thomas.
18.05.2004 ACA01 and ACA02 Updated Requests for information are now directed to to the Liaison Office, contact details and e-mail address were updated. 
14.05.2004 FM046 New The Travel budget form is completed when using the UCT Purchasing card for travel expenses instead of an S&T allowance or advance.
04.05.2004 SAP02 Update A contact telephone number has been added. A note to attach a list of all the funds associated with each fund centre specified.
04.05.2004 R&I10 Update This form has been fully revised and several new sections have been added. It is now made up of the guidelines page followed by Sections A to G.
30.04.2004 SD004 Update The field 'Vat Reg. No.' has been added under the customer details section and 'Vat registration number'  has been added to the 'IMPORTANT' note in the second last paragraph.
29.04.2004 FM032 Update The completed form must now be sent to the Faculty Finance Office and not the Adhoc Section. CO Pilots was removed from Section A. In Section B, allowances were changed to R60, R196 and $190 respectively.
29.04.2004 FM031 Update The completed form must now be sent to the Faculty Finance Office and not the Adhoc Section. CO Pilots was removed from Section A and replaced with Cost Centre.  
29.04.2004 R&I20 New Emerging Researcher grant application for permanent and T3 contract academic staff members already involved with the ER programme.
28.04.2004 HR help movies New Added new movies demonstrating how to fill out forms HR105, HR106, HR108, HR115, HR121, HR125, HR140, HR141, HR145, HR153 forms for HR
22.04.2004 FM034 Update An important note was added between purchase order number and receipt requisition number fields.
05.04.2004 EBE01 Updated Added '(one lecture counts 45 minutes)' to Item 1 in the the form.
30.03.2004 PG011 Updated Closing date changed to 25 June 2004.
30.03.2004 PG009 Updated Added the phrase 'UCT’s policies for postgraduate funding' in 2.3. Closing date changed to 25 June 2004.
30.03.2004 PG010 Updated Expanded progress section under 'E. Report by Supervisor' to specify that a progress report is required, any additional comments are optional but including the approximate time-table for completion of the degree is compulsory. Closing date changed to 25 June 2004.
23.03.2004 ACA01 and ACA02 Updated Removed references to route no longer used for accessing forms: https://www2.acs.uct.ac.za/prdweb/stafflogin.htm 
19.03.2004 R&I18, R&I17, R&I17hlp, R&I16, R&I14, R&I14hlp, Updated Contact person changed to Vanessa Thomas.
19.03.2004 R&I13,  R&I13hlp, R&I12, R&I12hlp, R&I11, R&I09 Updated Contact person changed to Vanessa Thomas.
15.03.2004 BAS04 and BAS05 Updated A 'Form completion date' field has been added at the top of both forms as well as a 'Processing date' and 'Processed by' field at the base of the form for office use.
19.02.2004 CO103 Updated The order of the category B fields have changed and Cost Center valid field was removed. Fields 1 and 3 have been added to category C.
19.02.2004 CO107 and CO107hlp Updated A new field was inserted in A3 for assets under construction. C1 was replaced with Real Internal Order Reviewed. The help document was updated accordingly.
18.02.2004 HR100-185 Updated, replacing and/or merging old forms New forms replacing forms HR001 - HR077
18.02.2004 HR001-077 Renamed / deleted On the forms page you will be directed from the old forms to the new forms which have replaced them.
17.02.2004 FM034 Updated Updated the return address of the form and removed Joan Cottle's name as the addressee.
02.02.2004 MM008 Updated Moved the time of the request to the top of the form and emphasised when it needs to be returned.
30.01.2004 EBE01 Updated Wording change in lecture attendance category.
14.01.2004 BAS05 New This form is used by non-UCT users wanting to book a UCT venue for a function.
14.01.2004 BAS04 New This form is used by UCT users wanting to book a UCT venue for a function (teaching or ad-hoc).
12.01.2004 HR033 Updated Dates and rates have been updated for 2004.

2003

Date Form name Change Description of change / Details of new form
18.12.2003 FM024 New (on web) This form (Internal transfer: fund to customer) is used for charges between the General Ledger and Debtor's Ledger. It has been newly uploaded on the web, but is not a new form. 
18.12.2003 R&I18 Updated Deadlines updated to 5 March and 19 March 2004.
18.12.2003 R&I17 and R&I17hlp Updated Application deadline updated to 1 June 2004.
18.12.2003 R&I16 and R&I16hlp Updated Application deadline updated to 16 April 2004.
18.12.2003 R&I14 and R&I14hlp Updated Application deadline updated to  5 March and 6 August 2004.
18.12.2003 R&I13 and R&I13hlp Updated Application deadline updated to 5 March and 6 August 2004.
18.12.2003 R&I12 and R&I12hlp Updated Application deadline updated to 13 February 2004.
18.12.2003 R&I11 Updated Deadline updated for 2004.
18.12.2003 R&I09 Updated Deadline updated for 2004.
18.12.2003 R&I08 and R&I08hlp Updated Application deadlines updated to 26 January, 24 May & 27 September 2004.
02.12.2003 HR071 Updated Removed the bottom row requiring the VC to sign. This signature is not required on this form.
28.11.2003 UCTRF04 Updated Changed "5,67%" to "5,33%" in the middle paragraph at the bottom of the page
14.11.2003 HR077 New To be completed when compiling a selection committee for an honorary post at one of these levels
14.11.2003 HR076 New To be completed by the VC/DVC when compiling a selection committee for a Deanship 
14.11.2003 HR075 New To be completed when compiling a selection committee for a PASS permanent or contract post of 3 years or more at this level
14.11.2003 HR074 New To be completed when compiling a selection committee for a PASS permanent or contract post of 3 years or more at this level. 
14.11.2003 HR073 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at these levels in the Faculty of Health Sciences
14.11.2003 HR072 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at this level in the Faculty of Health Sciences
14.11.2003 HR071 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at these levels in the Faculty of Engineering & The Built Environment
14.11.2003 HR070 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at this level in the Faculty of Engineering & The Built Environment
14.11.2003 HR069 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at these levels
14.11.2003 HR068 New To be completed when compiling a selection committee for a permanent or contract post of 3 years or more at this level
10.11.2003 EBE01 Changed  Added "(one lecture counts one hour)" to 1a.
27.10.2003 SD005 New  The 'Request for cheque' form  has been added. 
27.10.2003 SD004 Changed  The venue was updated to Kramer Building. Important note has been added below.
27.10.2003 SD003 Changed  The venue was updated to Kramer Building. "For Official Use Only" Section removed.
27.10.2003 SD002 Changed  The venue was updated to Kramer Building. Customer details instructions removed.
27.10.2003 SD001 Changed  The venue was updated to Kramer Building
22.10.2003 SAP04 Changed  Room number was updated to Room 238.2.
20.10.2003 R&I19 Changed More rows were added under the 'Bursaries' section for inserting names.
15.10.2003 HR045 Changed Paragraph about staff being able to elect a percentage higher than the default amount as DPA in section (a) and 'Academic Staff' figures for CEO range from 1 July 2003 to 31 December 2003 added.
08.10.2003 DDB04 Changed This form has been replaced with a reformatted version. Important note on the citation has been added at the bottom of the form.
06.10.2003 DO01 Changed Form title has changed to DCD01 as department name has changed. Form has been fully revamped and updated. Contact details, prospect details and meeting details sections have been enhanced. Actions and further comments fields have been added.
06.10.2003 EBE01 Changed Updated this form, changed the order of some of the course sections and added 'Examinations' beneath 'Class Tests'. 
03.10.2003 R&I19 New Added Excel spreadsheet template to assist UCT staff with calculating research project budgets.
29.09.2003 HR020, 21 and 22 Deleted These check lists for the induction of a new staff member have moved to the HR departmental web site.
11.09.2003 SAP05 Changed Changed where to send the form from S&P Office to PPS Master Data. Added Section E: PPS Master Data approval signature.
11.09.2003 HR067 New Exit questionnaire for staff members leaving UCT.
03.09.2003 UCTRF01 Changed Removal of 'Date of initial employment' and addition of 'Temp/Perm Employment' fields in the 'For Office Use' section.
03.09.2003 FM032 Changed Information about S&T rates was removed and a hyperlink was added to the Finance Department web site, where this information is now held.






     
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